Office of Children and Family Services

Bridges to Health

Supervision and Treatment Services for Juveniles Program

STSJP Frequently Asked Questions (FAQ)

General Questions

1. Do municipalities need to designate a lead agency to be eligible to apply for STSJP? Who should be the lead agency? Who should be the lead agency contact?

Social Services Law § 529-b(3)(a) requires that for municipalities to be eligible to receive reimbursement for STSJP, each municipality must designate a lead agency for planning and administering STSJP. The chief executive of each municipality must designate a lead agency for the purposes of planning and administering services provided under STSJP. The lead agency for a municipality should be the agency of local government most closely tied to the specific population of youth to be served by STSJP funds. Most municipalities either designate their lead agency as their local department of social services (LDSS) or probation department; however, a youth bureau or other agency can be designated.

OCFS must be informed of any subsequent changes in the designated agency as claimant.

Reimbursement will be distributed through the lead agency.

2. What determines when OCFS sends out the letter requesting municipalities submit a STSJP plan?

The notification letter that outlines the parameters for development and submission of municipalities’ STSJP plans cannot be distributed until after the New York State budget is enacted and the New York State Division of Budget releases the STSJP funds that are allocated to the municipalities. The letter is sent out to municipalities after such steps have been completed.

3. Are STSJP and detention funding capped allocations?

Yes, STSJP and detention funding are capped allocations. Once the allocation is expended, a municipality is responsible for all remaining costs. For STSJP claims up to their cap, municipalities are responsible for the local share of 38 percent. For detention claims, municipalities are responsible for the local share of 51 percent.

4. What are the methodology factors used to develop the municipalities’ STSJP allocations?

As part of OCFS ongoing efforts to align STSJP funding with the reduction in use of detention and residential placement, the state has updated the data used in the existing methodology. An important objective remains to reward municipalities for achieving reductions of youth that are juvenile offenders, juvenile delinquents and persons in need of supervision being placed in detention and residential placement. To accomplish this, OCFS again looked at the indicators used last year to identify changes that occurred during the period of 2013 to 2015, then factored those changes into its PY 2017-18 allocations calculation. The indicators again taken into account include:

  • Petitions (JD/JO) disposed of during the year
  • Arrests (JD/JO) during the year
  • Juvenile delinquent (JD) non-secure detention care days
  • Juvenile delinquent (JD) secure detention care days
  • Person in Need of Supervision (PINS) detentions
  • Juvenile delinquent (JD) custody placement admissions

Each of these factors was given equal weight in the calculations, except for PINS detention, which was weighted more heavily than the other factors.

5. What are the guidelines and benefits for a municipality to shift portions of their detention allocation to their STSJP allocation?

STSJP reimbursement is 62 percent state share and 38 percent local share. Detention reimbursement is 49 percent state share and 51 percent local share.

When a municipality shifts money from a detention allocation to an STSJP allocation, more money is available for STSJP–related services and programs and the funding is reimbursable at the 62 percent rate. Most municipalities shift funding from detention to STSJP at the time the plan is being developed; however, municipalities are permitted to shift funds at any time.

If detention funds need to be shifted after an STSJP plan has been approved, the municipality must submit a written request and amended STSJP plan on municipality letterhead from the Chief Executive to the STSJP mailbox (stsjp@ocfs.ny.gov). The letter must include the amount of funding the municipality wishes to shift (the local and state share breakdown) and declare for what programs or services the further funding will be used. The letter and plan will be reviewed and an approval will be sent to the lead agency contact as appropriate.

If a municipality expends all of its detention allocation before all claims are submitted, the municipality is responsible for the full amount (100%) of the overage cost.

6. What programs and services can be funded with STSJP funds?

STSJP is used by municipalities to fund local programs meant to prevent detention and placement, including repeat replacement of eligible youth. These programs and services support reliance on the least restrictive option consistent with public safety to address the needs of the youth and the families who are involved in the juvenile justice system. Funds can be used for a wide variety of services to divert youth, who are alleged or adjudicated persons in need of supervision (PINS); alleged or adjudicated to be, or at risk of becoming a juvenile delinquent (JD); or alleged or convicted as a juvenile offender (JO) from residential placement or detention. For example, STSJP-funded programs may include, but are not limited to, services or programs that:

  • provide or facilitate support to such youth for mental health disorders, substance abuse problems, or learning disabilities that place the youth at risk for detention, residential placement, or return to detention or residential placement;
  • provide temporary respite care;
  • provide family therapy or support or explore alternate housing options for youth who are at risk for detention or placement due to the absence of an available home;
  • provide post-release support within the youth's community or other services to prevent a youth from returning to detention or placement;
  • provide services aimed at preventing a PINS or delinquency petition from being filed against a youth (including PINS diversion or adjustment services);
  • provide services to prevent delinquent behavior; or
  • reduce arrest rates or recidivism.
7. Can municipalities use in-kind or donated funds to make up their local share?

No. Under New York State law, a municipality must use its own funds to fulfill its local share.

8. How should claims be submitted?

All STSJP claims must be submitted electronically via the Juvenile Detention Automated System (JDAS) for the service periods of April 1, 2015 to March 31, 2016; April 1, 2016 to September 30, 2016; and October 1, 2016 to September 30, 2017. Questions on all aspects of the claiming process should be directed to Daniel Hulihan via the STSJP mailbox at stsjp@ocfs.ny.gov.

9. How is the STSJP plan aligned with the PINS diversion plan already submitted by municipalities?

New York State law and OCFS policy require that the County Child and Family Services Plan include a PINS component. This component provides information regarding diversion of PINS only, while the STSJP plan is for diversion of JDs and JOs as well as PINS. There may be some overlap in the information provided in the two plans and the plans can be used to inform each other.

10. Can STSJP funds be used to support PINS diversion services?

Yes. A youth is eligible for PINS diversion services if there is an attempt or actual petition filed alleging that a youth is a PINS. However, STSJP cannot be used to supplant other existing funding streams that may fund existing PINS diversion services.

11. How does a municipality determine its plan amount (the total of all programs/services)? Can a municipality submit a plan for a state share that is lower than its allocation?

A municipality’s plan amount should be based on the municipality’s STSJP allocation (state share) divided by 62 percent (0.62). A municipality with an allocation of $50,000 will have a plan amount of $80,645. The local share 38 percent of the plan amount would be $30,645. If a municipality shifts detention funding to STSJP, then the shifted amount is added to the allocation and the configuration is the same. A municipality with an allocation of $40,000 that shifts $24,000 from detention to its STSJP allocation ($64,000 as an amended STSJP allocation) would generate a plan amount of $103,226 ($64,000 divided by 0.62 = $103,226).

A municipality may submit a plan for a state share that is lower than its allocation. A municipality with an STSJP allocation of $40,000 that has an STSJP planned amount of $40,000 would receive state share of $24,800 ($40,000 multiplied by .62) with the local share being $15,200 ($40,000 multiplied by 0.38).

12. Is the Juvenile Detention Alternatives Initiative (JDAI) allocation reimbursed using the state and local share?

Yes. The JDAI expense is reimbursed at 62 percent state share and 38 percent local share. The six pilot municipalities that currently receive the JDAI allocation are Albany, Erie, Monroe, Nassau, Onondaga and Orange

Questions for Form OCFS-2121

1. In Section 7 of the form, is amounts entered on line 5 and line "total for all STS JP programs the same?

Yes.

2. Should the STSJP Allocation requested in Section 7, Line 1 include the 62% allocation increase available?

When a Municipality complete this section, the understanding will be that the municipality has already made the decision whether they will take advantage of their maximum amount of reimbursement allocation available and the amount in Line 1 should reflect that consideration.

For example, if a municipality has been given a maximum STSJP allocation of 50,000 and shifts all 50,000 of their Detention Allocation for a total of available maximum allocation of 100,000, they would be allowed to spend $162,000 and they will be reimbursed 100,000 by the state. In this example, the breakdown would be,

County X Selecting to use Maximum amount of Allocations
Max STSJP Allocation $50,000
Max Detention Allocation $50,000
STSJP Allocation (+.62 Increase) $81,000
Detention Shift (+.62 Increase) $81,000
JDAI Allocation $0.00
PY Rollover $0.00
Total $162,000
State Reimbursement $100,000
Local Share $62,000
3. If fund POs for our various ERC sites as both a ATD and ATP, do we just split the personnel costs between these two program areas since we now need to list them separately?

Yes. The STSJP 2121 Form now requires that for these types of services, the personnel costs should be split between Program Types. The goal in approving these application is to ensure that all services provided through STSJP funds are categorized properly under 1 of the 5 program types; Prevention, Early Intervention, ATD, ATP, or Aftercare. There is an option that still exists for the proper designation of JDAI coordinators, Indirect Services.

4. Will municipalities be required to submit any kind of data report required for the 2016-17 time-period which must include the transition period that is ending 9/30/17?

Yes. The goal of the STSJP application process is to ensure that when municipalities consider funding programming, salient data has been used to inform that process, so a municipality should use all data that it has available at the time of the application process.

5. Can you give us examples of prosocial activities under Early Intervention and Prevention?

These two domains are intended for youth with no prior JJ system contact BUT have characteristics that place them at risk for future JJ contact. Characteristics such as; Pervasive Truancy, at risk of dropping out of school, faced a long-term school suspension, or who may be facing a PINS referral. These programs should seek to build the protective factors for JJ at-risk youth. They are often offered through Boys and Girls Clubs, YMCA, YWCA, Art programs, in addition to Job/Career training agencies. See the Office of Juvenile Justice and Delinquency Prevention for more ideas on selecting programming that fits the STSJP Continuum of Services.

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