Time Reporting Instructions

Transcription

1 Iowa Juvenile Court Services Weighted Workload Study, 2017 Time Reporting Instructions Reporting Period October 2 through November 1, 2017 Questions? Go to the NCSC s Workload Assistance page to submit questions: Work-Time Study Data Entry Website: Your Participant ID: Your Password: NCSC Instructions ( )

2 OVERVIEW The purpose of the Iowa Juvenile Court Services Study is to quantify the amount of time it takes all juvenile court specialists and drug court officers to process and supervise cases, across all case status types. The study is designed to measure the total amount of staff time currently spent in the daily operation of juvenile court services, including case-related (e.g., intake, investigation, supervision) and non-case related (e.g., general administration/ non-supervision) work regardless of whether the activity occurs in the office of juvenile services, the courthouse, the courtroom, or off court premises. All JCS personnel in the classifications shown on the list of Participant Groups are expected to participate in the JCS work-time study. A 100% participation rate will greatly enhance the accuracy and credibility of the data and the staffing formula derived from the data. It is critical that all participants record their time comprehensively, accurately, and consistently according to these instructions. Participant Groups JCOs (I IV) CIOs (D5) Specialists Administrative Assistants Drug Court Officers/Coordinators Data Collection Period: October 2 through November 1, All staff will enter their case-related and non-case-related work activity data by case status into a database set up by the National Center for State Courts (NCSC), with whom the Iowa State Court Administrator has contracted to assist in the juvenile court services weighted workload study. Staff will report their work daily via a secure internetbased data collection form. During the study period, when participants perform case-related work, they will classify their work time under one case status category (e.g., Formal supervision / High risk youth ) -- and one case activity type (e.g., Face-to-Face Meeting ). When the work activity is not related to a specific case, the worktime will be included on one of the non-case related activities (e.g., travel or meetings). Case Status Categories (see Appendix A). It is particularly important that supervision activity conducted during the survey period be identified correctly by case status category. The case weights (i.e., the average time spent by court staff on each case status category) developed through this study will be less accurate if cases are misclassified during the time study. Appendix A (left column) displays a list of the case status categories and the associated case related activities and code numbers to be used in this study. The JCS Workload Formula Advisory Committee selected the case status categories during a meeting held August 17, Case-Related Activity Types (see Appendix A). Appendix A (right column) displays a list of the caserelated activities to be used in this study. Note: For case status categories 1-4, there is only one available activity type for these statuses the one to the right of the case status category. For case status categories 5 to 15, participants can select any one of the case-related activity types from 5 to 13, whichever one is appropriate. Non-Case-Related Activity Types (see Appendix B). When participants perform work activities that are not directly related to a specific case, the work will be classified as non-case related activity. Examples of non-case-related work include JCS supervision (Administration/ Personnel) duties, juvenile specialist staff work, prevention work, general administrative work, committees, meetings & related work, education, travel, or other activities that are pertinent but not related to case supervision. Iowa Juvenile Court Services Workload Assessment: Work-time Study Instructions ( ) 2

3 GENERAL INSTRUCTIONS 1. Record ALL work-related activity, identifying non-case-related activity OR the case status and casespecific-activity. 2. Participants should use the Daily Time Log (DTL) -- located in Appendix C -- provided to manually record all their time throughout the workday, including any leave or sick time. This information can then be easily entered onto the internet-based data collection tool. We recommend printing several DTLs at a time so you are always prepared to record your time. At the end of each workday, participants should enter their data from the daily time log into the electronic data collection form. The electronic data collection tool is located on the Internet at: You will need your Participant ID and Password to log into the website. (These will be provided to you by .) 3. Participants should reserve approximately 10 minutes each day to enter and submit their daily information into the secure database. Note that there is a place to record time spent tracking and entering your time. 4. If you find that an error has been made in any entry that appears below the title Participant s Stored Time Entries, please select the white box to the right of the entry to be corrected (you may select multiple boxes if the change request is the same, e.g., a date correction). In the white text box at the top of the check box options, indicate the change you would like to request. You will get a confirmation that your request has been submitted. If you have a specific question, please select the blue Workload Assistance link, and submit your question. NOTE: It is important that participants record and report all their work activity during the study period, even if the work occurs during the early morning, evenings or on weekends. Questions regarding an activity that may be going unrecorded, or that may be difficult to record, should be directed to the time study Workload Assistance using the link in the on-line data entry tool. Iowa Juvenile Court Services Workload Assessment: Work-time Study Instructions ( ) 3

4 BASIC DATA ENTRY INSTRUCTIONS Through your internet browser, go to the website at which the data entry screen is located: It is helpful to bookmark this site for later use. A. In the boxes shown below, enter the Participant ID that and password that you were provided. (Note that IDs begin with a numerical character prefix (that denotes your district number); passwords are 5 numerical characters). B. Using the boxes shown below: The data collection instrument will default to your Sub-District. If the sub-district is incorrect, please utilize the drop-down box and select the appropriate location. Select the date (using the drop-down box) for the date of the activities you are recording. Select the appropriate case status for which you are recording time (use the down arrow -- --); Select the appropriate activity for which you are recording time (use the down arrow -- --). Note that if you are recording time for a non-case-related activity, you must select non-case-related in the case status category; Select the appropriate number of hours and/or minutes associated with that case status and activity (use the down arrow -- --); Click on the box below that says Add this entry. C. Continue to add entries for case status types and activities until you have entered all of your information. Once you have entered all of your data, review the box below to ensure your data have been entered correctly. If you need to change an entry at this time, you can highlight the entry (for example, use your mouse to highlight the first entry of 65 minutes for 1. INTAKE/ REFERRAL 1. Intake Referral Activity, then click on the Delete selected entry button below. This will remove that entry, and you can re-enter the correct data. Once entries have been submitted, they may not be changed by the user (but you Iowa Juvenile Court Services Workload Assessment: Work-time Study Instructions ( ) 4

5 CAN alert the Workload Assistance Desk, and erroneous entries can be fixed by NCSC staff). Multiple entries within a single day are permitted. If all entries are correct, click on the button which reads Submit Entries to NCSC in red type. Submit Entries to NCSC A cumulative report of all of the entries for the entire period of the workload study will appear at the bottom of the data entry screen under the heading Participant s Stored Time Entries. Participant's Stored Time Entries D. If you find that an error has been made in any entry that appears below the title Participant s Stored Time Entries, please select the white box to the right of the entry to be corrected (you may select multiple boxes if the change request is the same, e.g., a date correction). In the white text box at the top of the check box options, indicate the change you would like to request. You will get a confirmation that your request has been submitted. If you have a specific question, please select the blue Workload Assistance link, and submit your question. Please contact the NCSC Workload Assistance with any questions about this study. Iowa Juvenile Court Services Workload Assessment: Work-time Study Instructions ( ) 5

6 GENERAL REPORTING PRACTICES Waiting Time For example, if you are conducting interviews (activity type 5 - Face-to-Face Meeting ) for a youth on formal probation with a high risk score (case status category 13) and you have to wait 20 minutes for the parties to show up -- and you are engaged in no other activity while waiting you should include the time waiting time in the intended case activity type (part of the Face-to-Face-Meeting time). If you are engaged in other activities while waiting (e.g., writing a report on another youth: case activity type 11), then you should record the report writing time and not include it in the face-to-face meeting time. Cases that move from one supervision level to another Record the time you spend on the case as it is classified now. Double Counting of Time The Juvenile Court Services Committee decided that the double counting of the time is NOT permitted. If you are engaged in two activities at the same time (e.g., a one hour conference call and data entry), the total time you record cannot exceed one hour. You must apportion your time between the two activities (e.g., 15 minutes on data entry, 45 minutes on the conference call). Interruptions Interruptions such as telephone calls, questions, refilling a coffee cup, etc., need not be reported separately if their duration is less than 5 minutes. Break time is not to be counted. Iowa Juvenile Court Services Workload Assessment: Work-time Study Instructions ( ) 6

7 Case STATUS Categories APPENDIX A Case Type Categories and Activities Case-related ACTIVITY Types 1. INTAKE/REFERRAL 1. INTAKE/REFERRAL Includes cases that are at the intake/referral phase, including cases in which a youth is currently under supervision and has a new referral for a different matter. Include work completed on cases in pending status in this category, this includes work done on detention-related or shelter cases. INCLUDE cases for which no petition has been filed and youth are recommended or are in either detention or shelter. All activities associated with new referral/intakes leading a decision to proceed with an informal or formal handling of the youth., e.g., reviewing referral / complaint info., speaking with youth, parent/guardians, law enforcement; collecting victim restitution info; entry of info into ICIS; completing risk assessment instruments, etc. 2. HOLD OPEN STATUS 2. HOLD OPEN / PENDING STATUS All cases that are being held open for various reasons, (e.g., collecting additional information from law enforcement, waiting on restitution, waiting on treatment information). This includes post-intake, while JCOs are waiting on additional information to make a decision. 3. DIVERSION (includes pre-diversion and diversion cases) All cases in diversion or pre-diversion status. All work done while cases are in hold open status. 3. DIVERSION (includes pre-diversion and diversion cases) All activities associated with diversion after a diversion agreement has been made, including: data entry, phone calls, paper work, restitution payments, collateral contacts, UAs, etc. 4. INTERSTATE COMPACT CASES INTO IOWA Include work on all cases sent to Iowa for consideration as interstate supervision cases. Once accepted and scored for risk, record time under the appropriate supervision status category. 4. INTERSTATE COMPACT ACCEPTANCE & SUPERVISION WORK Includes all activity associated with evaluation for acceptance and all supervision activities, once accepted, on IC cases. Arrows above indicate that Status Categories 1-4 must apply to corresponding Activity 1-4 Iowa Juvenile Court Services Workload Assessment: Work-time Study Instructions ( ) 7

8 Case STATUS Categories 5. PENDING ADJUDICATION All cases for which a case has been referred to or filed with the county attorney, but for which the youth has not been formally adjudicated or granted a consent decree. Once adjudicated, record time associated with these cases in the appropriate supervision/risk category. 6. INFORMAL UNKNOWN RISK All cases placed on informal probation (on an informal adjustment) for which the youth has not yet been scored on the IDA 7. INFORMAL LOW RISK All cases placed on informal probation (on an informal adjustment) for which the youth scores low risk on the IDA. 8. INFORMAL MODERATE All cases placed on informal probation (on an informal adjustment) for which the youth scores moderate risk on the IDA. 9. INFORMAL HIGH All cases placed on informal probation (on an informal adjustment) for which the youth scores high risk on the IDA. 10. FORMAL UNKNOWN RISK All court cases for which the youth has not yet been scored on the IDA. 11. FORMAL LOW (includes consent decrees cases) All court cases for which the youth scores low risk on the IDA. 12. FORMAL MODERATE (includes consent decrees cases) All court cases for which the youth scores moderate risk on the IDA. Includes youth who are in placement. 13. FORMAL HIGH* (includes consent decree cases) All court cases for which the youth scores high risk on the IDA. Includes youth who are in placement. Case-related ACTIVITY Types 5. FACE-TO-FACE MEETINGS All meetings conducted with the supervised youth and/or parent/guardian, regardless of whether they are individual or the youth is accompanied by other persons. Include conducting groups, such as genderspecific, anger management, life skills, etc. 6. IN-COURT TIME (excluding in drug court) Time spent in court including waiting for hearings and any time testifying or reporting to the judge. 7. IN-DRUG COURT TIME Time spent in juvenile drug court or with community panels including waiting for hearings and any time testifying or reporting to the judge/panel. 8. CASE MANAGEMENT Time spent outside of court on case plan development, IDA analysis, UA sample activities, processing paperwork, case-related phone calls, meetings with treatment or other providers and any other work activity that does not fall into one of the other activity types. Include YTDM, transition committee meetings. Does NOT include data entry. 9. IDA DATA ENTRY All data entry work specific to the IDA 10. DATA ENTRY (OTHER, NON-IDA) All data entry work OTHER than data entry of IDA, including police reports, entry of UA data, etc. 11. REPORT WRITING All time associated with writing reports, including research (may include home visits to obtain report information), writing and typing. 12. OUT OF STATE PLACEMENT All activity associated with placing clients in schools/facilities outside of the state of Iowa (not including interstate compact work). 13. CHILD WELFARE-RELATED WORK All work requirements such as TOPS/CFSR, care match, etc., excluding JVIS. 14. FORMAL SEX OFFENDER All court cases for which the offense is a sex offense. Includes youth who are in placement. 15. WAIVERS/REVERSE WAIVERS Include all waiver or reverse waiver cases in this status category EXAMPLE The arrows above show how case status categories (5-13) can be applied to any activity (5-13) Iowa Juvenile Court Services Workload Assessment: Work-time Study Instructions ( ) 8

9 APPENDIX B Non-Case Related Staff Activities A. JCS SUPERVISION (ADMINISTRATION/PERSONNEL) DUTIES All time associated with SUPERVISOR-SPECIFIC administrative tasks, including personnel matters, meetings and other work limited to supervisors. B. JUVENILE SPECIALIST STAFF WORK Includes administrative work done by juvenile specialists that is NOT CONSIDERED JCO WORK. This category will be used for work that is classified as juvenile specialist work, and is work not generally engaged in by JCOs. C. PREVENTION WORK Time spent on activities or programs that are considered to be prevention-oriented, which may include, but not be limited to, cases tracked/monitored or other prevention work. This includes work with persons who are not officially in the system, but who are interested in participating in such programs/processes D. GENERAL ADMINISTRATIVE WORK All time associated with general administrative tasks required for your job, such as completing time sheets and other administrative paperwork, reading s, listening to voice mails and returning calls/ s. E. COMMUNITY ACTIVITIES, COMMITTEES, MEETINGS & RELATED WORK & PROVIDING TRAINING All time spent engaging in community activities, committee or other non-supervision-related meetings, including staff meetings, state and local committee meetings. Also include work associated with such meetings, such as reviewing material or developing meeting materials. Includes providing training to other professionals. F. RECEIVING EDUCATION & TRAINING Includes all time spent in professional training, continuing education and attending conferences, whether in person or on-line. G. GENERAL RESEARCH AND LITERATURE REVIEW Includes all time spent doing general research or reading professional literature. H. WORK-RELATED TRAVEL All non-commuting travel time associated with JCO work, including home visits, school visits, visits with treatment providers, etc. Includes all reimbursable travel time. I. VACATION, ILLNESS OR OTHER LEAVE Record all time away from the office due to vacation, illness or other personal leave time. J. OTHER Any non-case-related activity not included on this list that is done in your professional capacity. K. NCSC DATA REPORTING TIME All time associated with tracking and entering your data for the current time study. Iowa Juvenile Court Services Workload Assessment: Work-time Study Instructions ( ) 9

10 DTL APPENDIX D Daily Time Log CASE-RELATED ACTIVITY Case Status Categories Case-Related Activity Types 1 Intake/ Referral 1 Intake/ Referral Activities 2 Hold Open Status 2 Hold Open Status Activities Interstate Compact Cases into Iowa 4 5 Pending Adjudication 5 6 Informal - Unknown Risk 6 7 Informal - Low Risk 7 8 Informal - Moderate Riak 8 9 Informal - High Risk 9 10 Formal - Unknown Risk Formal - Low Risk Formal - Moderate Risk Formal - High Risk IOWA JUVENILE COURT SERVICES WORKLOAD STUDY DAILY TIME LOG Diversion (includes pre-diversion and diversion cases) Formal - Sex Offender Waivers/ Reverse Waivers STATUS CATEGORY CODE CASE-RELATED ACTIVITY CODE Diversion (includes pre-diversion and diversion cases) Interstate Compact Cases into Iowa Face to Face Meetings In-Court time (excluding drug court) In-Drug Court Time (drug court or community panels) Case Management IDA Data Entry Data Entry (Other, Non-IDA) Report Writing Out of State Placement Child Welfare-Related Work TICK MARKS FOR EACH - MINUTE INTERVAL TOTAL TIME HOURS/ MINUTES A B C D E F G H I J K NON-CASE-RELATED ACTIVITY JCS Supervision (Administration/ Personnel) Duties Juvenile Specialist Staff Work Prevention Work General Administrative Work Community Activities, Committees, Meetings & Related Work & Providing Training Receiving Education & Training General Research and Literature Review Work-Related Travel Vacation, Illness Or Other Leave Other NCSC Data Reporting Time TICK MARKS FOR EACH - MINUTE INTERVALS TIME HOURS/ MINUTES Iowa Juvenile Court Services Workload Assessment: Work-time Study Instructions ( ) 10