Exhibit_A_-_Prop47_CBO_Data_Collection_&_Reporting_Requirements.pdf

EXHIBIT A

DATA COLLECTION, REPORTING, AND EVALUATION

REQUIREMENTS

(Applicable to All Subcontracted Community-Based Organizations) Proposition 47 – Cohort 5

1. Purpose This Exhibit establishes the minimum data collection, documentation, reporting, and evaluation requirements applicable to all non-governmental Community-Based Organizations (CBOs) receiving Proposition 47 Cohort 5 funds through the Tuolumne County Probation Department.

All CBOs shall comply with all reporting and evaluation requirements established by the Board of State and Community Corrections (BSCC), the Proposition 47 Cohort 5 Request for Proposals (RFP), and the BSCC Grant Administration Guide.

2. Participant-Level Data Collection

2.1 Participant Data

The Contractor shall collect and maintain participant-level data for all individuals receiving services supported in whole or in part by Proposition 47 funds. Probation shall assign each participant a unique identifier for reporting and tracking purposes.

2.2 Eligible Participants

The Contractor shall collect and report data only for individuals who meet the Proposition 47 target population requirements, including:

- Individuals involved in the criminal justice system; AND

- Individuals with a history of mental health and/or substance use disorder; AND

- Individuals served through Proposition 47-funded activities, including Proposition 36 treatment-mandated felony participants where applicable.

3. Required Data Elements At a minimum, the Contractor shall collect and report the following:

Enrollment & Demographics:

- Name

- Date of Enrollment

- Referral Source

- Age at Enrollment

- Gender

- Race/Ethnicity

Service Delivery Information:

- Type of Services Delivered

- Service Start and End Dates

- Number of Sessions or Contacts

- Dosage/Intensity

- Residential Placement (if applicable)

- Medication-Assisted Treatment (if applicable)

Participant Outcomes:

- Program Completion Status

- Housing Status at Entry and Exit

- Employment Status at Entry and Exit

- Engagement in Treatment

- Length of Participation

4. Recidivism Data Recidivism data shall be obtained from a reliable criminal justice source, such as local law enforcement or probation. The Lead Agency shall be responsible for collecting and reporting recidivism data using official records. Contractors shall provide accurate enrollment and discharge dates to facilitate tracking.

5. Reporting Requirements The Contractor shall submit participant-level data and service summaries to the Lead Agency no less than quarterly to support Quarterly Progress Reports (QPRs), Local Evaluation Plan (LEP) reporting, and reimbursement documentation. The grant operates on a reimbursement basis;

failure to provide timely documentation may delay payment.

Contractors shall clearly distinguish Proposition 47-funded services from other funding streams and prevent double billing.

6. Data Security and Confidentiality The Contractor shall maintain secure data systems and comply with all applicable confidentiality laws, including HIPAA and 42 CFR Part 2 where applicable. Data shared with the Lead Agency shall be encrypted or de-identified unless otherwise authorized.

7. Record Retention The Contractor shall retain all financial and programmatic records in accordance with the BSCC Grant Administration Guide and applicable state and federal requirements. Records shall be made available upon request for monitoring or audit.

8. Continuous Quality Improvement The Contractor shall participate in data review meetings and cooperate with evaluation activities as required by the Lead Agency.

9. Non-Compliance Failure to comply with data collection and reporting requirements may result in withholding of reimbursement, corrective action, contract modification, or termination.