4.003 - 1 Organization and Management

Revised June 2019 IX. Organization and Management – Time Study

PROCEDURE 4.003 Implementing Office: Community Health Administration Revised July 2019

Approved by:

_______________________ LaQuandra S. Nesbitt MD, MPH; Agency Director Review by Legal Counsel:

____________________ Phillip Husband, Esq.; General Counsel Effective Date: 7/26/2016

I. Authority USDA

II. Reason for the Policy CFR § 246.11 – Nutrition Education CFR § 246.14 –Program Costs (1)

III. Applicability DC WIC State and Local agencies. IV. Policy Statement 1. Federal regulations require that time studies be conducted to document the amount of time each staff devotes to nutrition education, breastfeeding, program management , and client services in their time allocated to WIC. 2. The time study must be conducted for a one (1) month period per calendar quarter. All persons who perform WIC functions, including students, volunteers and WIC staff (paid and in-kind), should complete the time study.

V. Definitions & Acronyms  Nutrition Education means individual or group education sessions and the provision of information and education materials designed to improve health status, achieve positive change in dietary habits, and emphasize relationships between nutrition and health, all in keeping with the individual’s personal, cultural, and socio-economic preferences.  Program Management means oversight of activities within the clinic to ensure program success including providing certification assessments, scheduling appointments, monitoring training and reports, etc  Client Services means any interactions with Program participants including administrative activities (answering phones, issuing food benefit checks, pulling and filing charts, etc) and taking participants anthropometric / biochemical measurements.  Breastfeeding means time spent performing breastfeeding promotion and support activities including providing counseling to breastfeeding mothers, and documenting breastfeeding contacts in CARES, etc.

For more detailed descriptions of activities per each staff functional category, see appendix 4.003B Category Descriptions.

4.003 - 2 Organization and Management

Revised June 2019 VI. Procedures for Conducting a Time Study 1. Receive a memorandum from State Agency with details regarding the time study 2. Refer to appendix 4.003A- Local Agency Time and Effort Form (excel sheet). Follow instructions for completing the various worksheets that are to be submitted to the State Agency. A Category description (Appendix 4.003B) is provided to describe categories of duties. 3. Use the Time Study Worksheet Tab in 4.003A to conduct the time study for the one-month period per quarter. The month that will be tested from each quarter will be randomly assigned by the State Agency each fiscal year. 4. Complete the Time Study Worksheet tab for all persons who perform WIC functions, including students, volunteers and WIC staff. Each person must complete a worksheet for a one-month period to fulfill the time study requirements. 5. Local Agency Directors or a designated authority must complete the Local Agency Site Summary and the Local Agency Summary Sheet tabs . 6. Submit first, second, third and fourth quarter time studies on January 15, April 15, July 15 and October 15 of each fiscal year.

VII. Appendix

4.003A Local Agency Time and Effort Form (excel document) 4.003B Category Description of Tasks 4.003C Time Study Instructions pdf

VIII. Reference N/A