Contract Renewal & Application Webinar. F EB. 2 4, : 0 0 pm - 1 : 0 0 pm

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1 Contract Renewal & Application Webinar O F F I C E O F T H E C H I L D S R E P R E S E N T A T I V E F EB. 2 4, : 0 0 pm - 1 : 0 0 pm

2 This Webinar Will Include: 1. An overview of OCR s applications cycle 2. Renewal Application due every three years for contractors 3. Yearly Verifications Form for contractors 4. How to make a change request 5. How non-contractors can apply for a contract 6. About OCR contracts Applications Timeline Participants may submit questions during the webinar by clicking on the Q&A tab on the left-hand column, type in the text box & hitting enter. Questions will be answered at the end of the presentation

3 Quick Overview OCR contract attorneys are awarded three-year contracts in staggered increments according to judicial districts and case types. Every three years in March, each contractor submits an application to renew his/her contract. When not up for renewal, contractors are only required to submit a Verifications Form in March. OCR manages each contractor s renewal schedule and notifies each contractor individually about what is due each March. Individuals who are not current contractors can apply for an OCR contract online in March.

4 When will I be up for Renewal? Contact OCR at any time to ask about your individual renewal schedule. Renewals are usually due the year your current contract expires. OCR s you direct links to forms and instructions every March. A contractor s renewal schedule is initially dictated by his/her judicial districts and case types based on the timetable below. March-June 2016 JDs: March-June 2017 JDs: March-June 2018 JDs: 1 st 3 rd 4 th 9 th 10 th 17 th 19 th 2 nd 11 th 12 th 13 th 14 th 18 th 20 th 21 st 5 th 6 th 7 th 8 th 15 th 16 th 22 nd CLR, MH, PAT, Probate, Appellate* * Attorneys taking only one or more of these case types are initially scheduled for renewal on the 2018 cycle.

5 When will I be up for Renewal? OCR evaluates contractors in approximately one third of judicial districts each year

6 OCR Visits to Renewal Districts The OCR will visit all districts up for evaluation. The OCR will also be in contact with all districts statewide to assess whether there is a sufficient number of attorneys on the list. The OCR may visit additional districts not up for evaluation on an as-needed basis.

7 Renewal: Required Every 3 Years To apply to renew a contract every three years: Complete online Renewal Application components of application include: Verifications (specified on a later slide) Writing sample (legal writing from an OCR case) Case questions (e.g. successes and challenges) References (2 children/ youth, 2 placement providers, and 2 parents from different closed cases) Meet individually with OCR staff

8 Renewal Interviews After completing a Renewal Application Form online, contractors will sign up for a time to meet individually with their OCR Staff Attorney. Interviews will take place June 1 to June 15, Look for your interview signup shortly after you submit your Renewal Application form.

9 OCR s Evaluation of Renewal Applications The attorney evaluation process is a critical component of OCR's efforts to provide competent and effective best interest legal representation to court involved children and youth. OCR's goal in evaluations is to support you as you pursue best practices. In an effort to gain a broad perspective on each contractor's strengths, challenges, and opportunities for improvement, OCR considers: Renewal Application, including writing sample & interview of references Disciplinary history, exceptions to CJD 04-06, and other verifications Stakeholder feedback OCR interview with attorney Select reports on attorney activity from OCR CARES OCR court observations (webinar available online) Judicial district s needs

10 Verifications: Required Every Year Every year, ALL OCR attorneys with open cases (including non-pickup attorneys and attorneys with a 3-year contract) will use an online form ed by OCR to submit: Disciplinary history Verification of malpractice insurance Certification of fulfilled training requirements Certification of Compliance with CJD (D&N only) Note: You must upload any documents as electronic attachments. OCR will you specific instructions.

11 New in 2016: No Affidavit of Compliance Starting in 2016, contractors are no longer required to upload a notarized Affidavit of Compliance with the online yearly Verifications Form. Instead: In 2016, attorneys who served on any D&N case since 7/1/15 will certify whether they were in compliance with CJD OCR s online form will provide space to list exceptions. Starting on 2017 online forms, all OCR attorneys will complete the above certification in accordance with the January 2016 revision to CJD

12 New in 2016: Training Verification Streamlined Between July 1, 2015 and June 30, 2016, your contract requires you to attend or view at least ten hours of training sponsored or approved by OCR. Starting in 2016, contractors are no longer required to itemize hours of individual OCR trainings they have attended. Instead, contractors will simply certify (yes/no) whether they have met the yearly requirement. Because the deadline is June 30 of each year, contractors can select no, but must follow up with their OCR Staff Attorney by the deadline.

13 Change Requests The Change of Status Request Form is separate from the application or verification forms and is available on OCR s website year-round at The best time of year to request a change for new pickup status or additional case types is during the application cycle (and before the deadline for applications) when OCR is evaluating district needs.

14 Change Requests You can use the Change of Status Request Form year-round for: Name, firm, bank, or contact information changes Requesting to be added to or removed from one of OCR s Appointment Eligibility Lists Requesting to accept more or fewer case types Requesting to add an associate who is eligible to appear in court on behalf of case-carrying GAL(s) For a current associate of a law firm with a contract to carry a caseload of OCR cases: Requesting to be considered to pick up cases independent of the firm OCR will assess the jurisdictional needs and will contact you if more information is required to make a determination about your request.

15 New Applicants New Applicants will complete a New Applicant Form, which will be posted to OCR s website on 3/1/16 and includes: - Resume (required) and cover letter (optional) - Relevant CLEs attended (10 hours minimum) - Disciplinary history - 3 Professional References - Questions about prior experience - Certification of competency under the Colorado Rules of Professional Conduct, Rule 1.1 Note: Applicants will be asked to upload any required documents as electronic attachments using the online New Attorney Application form.

16 New Applicants OCR will accept new applications on a statewide basis OCR may add attorneys to lists in districts even if the districts are not up for evaluation Successful applicants will receive 1-, 2-, or 3-year contracts to synchronize with their district s renewal cycle.

17 New in 2016: CFIs Apply to SCAO OCR no longer accepts CFI applications. To apply to be on the CFI list, please contact the Office of the State Court Administrator (SCAO). The 1/1/16 revision to CJD eliminates state paid attorney Child and Family Investigator (CFI) appointments from OCR s oversight and payment responsibilities. All CFI appointments are now governed by CJD and overseen by the Office of the State Court Administrator (SCAO).

18 How Will I Submit Required Materials? Existing OCR Attorneys: Each existing OCR attorney will receive an on the day the applications cycle opens. This will contain instructions and a link directing you to either the online Renewal Application Form or the online Verifications Form. Contact OCR any time with questions. New Applicants: The New Applicant Form will be posted on OCR s website on the day the applications cycle opens, March 1 st, ( Change of Status Request: The Change of Status Request Form is posted on OCR s website year-round in the Attorney Center.

19 Contracts Only the following attorneys will be required to sign contracts with a 7/1/16 start date: New attorneys Attorneys up for the three-year evaluation process Attorneys with limited/probationary contracts Attorneys converting their status to or from a nonpickup status

20 Contract Considerations for All Attorneys All OCR contracts are at-will contracts. OCR will investigate issues raised during stakeholder feedback/verification process. OCR will determine if action must be taken on any attorney s contract, not just those up for renewal.

21 2016 Timeline Updated year-round at DATE Mar. 1 - Mar. 31, 2016 Apr. 1, 2016 Apr. 1 - June 15, 2016 June 15, 2016 June 20-22, 2016 Jun. 30, 2016 July 1, 2016 ACTIVITY 2016 Attorney Applications for FY17 and Verifications Forms Open (available starting March 1st, due by March 31st) Please contact rebeccagarrison@coloradochildrep.org with questions. FY17 Attorney Applications are closed Stakeholder Survey opens (closes April 30th at 5:00pm) OCR evaluates applications, attorney contracts, and jurisdictional needs and interviews applicants Interviews with select new and renewal applicants complete Final contracting decisions made; draft FY17 OCR Appointment Eligibility Lists distributed to contractors for review FY17 OCR Appointment Eligibility Lists finalized and distributed to the courts Executed contracts due back to OCR.

22 Questions? To ask a question, type into the Questions box in the GoToWebinar toolbar.