Title IV-E Foster Care Eligibility Reviews Peer Reviewer Requirements and Responsibilities
The Title IV-E Foster Care Program is authorized by title IV-E of the Social Security Act (the Act), as amended, to financially assist title IV-E agencies (states and Tribes) that provide foster care and transitional independent living programs for eligible children under the responsibility of the administering state or Tribal title IV-E agency with an approved title IV-E plan. Title IV-E of the Act includes requirements that define the circumstances under which the title IV-E agency can claim federal reimbursement of foster care maintenance payments for eligible children. The Act also requires specific protections for children in care, such as reasonable efforts to prevent the child's removal from the home when safe to do so, and placement of the child in an approved or licensed foster care setting that meets the safety requirements. The Title IV-E Foster Care Program's focus is children eligible under the former Aid to Families with Dependent Children (AFDC) program who are removed from their homes due to maltreatment, lack of care, lack of supervision, or other family problems attributed to a relative caregiver. Title IV-E funds enable title IV-E agencies to provide safe and stable out-of-home care for children under the jurisdiction of the state or Tribal title IV-E agency until they are safely returned home, placed with adoptive families, or placed in other planned living arrangements for permanency. The program is administered by the Children's Bureau, Administration for Children and Families, U.S. Department of Health and Human Services.
The Children's Bureau conducts title IV-E foster care eligibility reviews (IV-E reviews) to monitor the title IV-E agency's compliance with federally mandated requirements, to validate the accuracy of the agency's claims for reimbursement of title IV-E payments made on behalf of children in foster care, and to identify improper payments. The IV-E reviews ensure fiscal accountability; improve child welfare practice; and support the goals of child safety, permanency, and well-being. The IV-E reviews are a collaborative effort conducted by review teams consisting of Children's Bureau and title IV-E agency staff. The review team also can include peer reviewers, who are not federal staff, recruited and trained by JBS International, Inc. for the IV-E reviews.
The Child Welfare Compliance Reviews Team of JBS International, Inc. assists the Children's Bureau in recruiting and maintaining a national peer reviewer pool of child welfare professionals who meet the established minimum education and experience requirements.
Peer reviewer participation in the IV-E reviews requires a significant commitment of time and effort. The general requirements and responsibilities of peer reviewers participating in the reviews are summarized below.
- Peer reviewers must meet the established minimum education and experience requirements (see Peer Reviewer qualifications section) and must complete the prerequisite training for selection as a peer reviewer.
- Peer reviewers must be willing and available to participate in multiple reviews and to review and abide by the provisions of a Peer Reviewer Agreement, including a confidentiality of information provision. (All title IV-E agency-related information examined or discussed during a IV-E review is confidential.)
- Peer reviewers may not participate in the IV-E review of a title IV-E agency to which they provided technical assistance or consultation within 1 year before the review. Peer reviewers also may not participate in the IV-E review of a title IV-E agency against which they were involved in a lawsuit or other legal action, regardless of the period of the legal action.
- Peer reviewers may not provide compensated technical assistance to a title IV-E agency during the period following a review in which they participated while the title IV-E agency is developing and implementing a Program Improvement Plan associated with the review findings.
Review Preparation Responsibilities
- In preparation for the on-site review, peer reviewers must review the Title IV-E Foster Care Eligibility Review Guide, the Title IV-E Foster Care Eligibility On-Site Review Instrument and Instructions, relevant legislation, and material if provided by the review team leader. (The guide and instrument are available on the Children's Bureau's Web site at http://www.acf.hhs.gov/programs/cb/monitoring/title-ive-reviews. Additional resources for preparation for an on-site review are available at http://www.ivezone.org.)
- Peer reviewers must work cooperatively with the Child Welfare Compliance Reviews Team to arrange travel to the IV-E review in a timely manner.
- Peer reviewers must participate in conference calls to plan a IV-E review if requested.
Review Logistical and Planning Responsibilities
- In planning for participation in a IV-E review, peer reviewers must stay in touch with the assigned Child Welfare Compliance Reviews Team staff person and respond to requests by the due date.
- A peer reviewer is expected to contact the Child Welfare Compliance Reviews Team staff person if he or she:
- Needs to cancel participation in a review or training (except in an emergency, at least 3 weeks' notice of cancellation is required to help facilitate the selection and confirmation of a replacement reviewer)
- Needs to change the mailing or email address for receiving training or review materials
- Does not receive the review materials by the expected date
- Is unable to make air travel or hotel reservations by the deadline the Child Welfare Compliance Reviews Team provides to peer reviewers
- Peer reviewers must determine their ability to accept an honorarium, in concurrence with the reviewer’s current employer, before agreeing to serve as a peer reviewer.
Review Participation Responsibilities
When participating in a IV-E review, peer reviewers must:
- Participate in scheduled on-site orientation for the assigned review
- Individually review case records; determine compliance based on the Title IV-E Foster Care Eligibility On-Site Review Instrument and Instructions
- Conduct all assigned activities associated with the review of case records, including completion of the Title IV-E Foster Care Eligibility On-Site Review Instrument and Instructions for assigned cases
- Work collaboratively with Federal Review Team members
- Participate in all scheduled review activities
- Participate in team debriefings to discuss program strengths and areas needing improvement noted during the review
- Participate in the exit conference with the review team and title IV-E agency
- Remain present at the review site for the entire week of the on-site review
- Remain available for telephone consultation after the review if needed to clarify information documented during the review
Peer Reviewer Compensation Responsibilities
Peer Reviewers must complete expense and fee vouchers/timesheets with required documentation to the Child Welfare Compliance Reviews Team within 2 weeks following each review.
Peer Reviewer Identification for Participation in a Review
- The Child Welfare Compliance Reviews Team identifies qualified peer reviewers and suggests them to the Children's Bureau Central and Regional Offices, which select peer reviewers to participate in the IV-E reviews from the peer reviewer pool maintained by the Child Welfare Compliance Reviews Team. Because the peer reviewers’ participation in the IV-E reviews helps build program capacity within title IV-E agencies, the Children’s Bureau selects qualified peer reviewers based on the following priority order:
- Peer reviewer works in the title IV-E program of a title IV-E agency;
- Peer reviewer has extensive IV-E review experience; and
- Peer reviewer resides or works in the area of the Children’s Bureau Regional Office conducting the IV-E review.
- The Child Welfare Compliance Reviews Team contacts peer reviewers identified to participate in reviews to determine their availability and provide further information.
- Peer reviewers’ performance during a review is evaluated by the Children’s Bureau review team leaders. Future participation in reviews is contingent on successful participation in earlier reviews.
- Peer reviewers are not used for every IV-E review. The Children's Bureau can use a maximum of two peer reviewers in a primary review and four peer reviewers in a secondary review.