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DSS AD Identifier: CW AD 13-201 of 33 Implementation Date: 2/1/2013 Revised Date: 5/23/13

County of Santa Barbara

DEPARTMENT OF SOCIAL SERVICES ADMINISTRATIVE DIRECTIVE

Title:

Reengagement of CalWORKs Adults Exempt Under Short-Term Provision for Primary Caretaker of Young Children

Implementation Date: February 1, 2013 Revised Date: 5/23/13

Number: CW AD 13-201

DEPARTMENT WIDE IMPACT: AOP Support Reviewed: No known impact APS/CWS Reviewed: No known impact CalFresh Reviewed: No known impact CalWIN Reviewed: Incorporate into business processes CalWORKs Reviewed: Incorporate into business processes Document Imaging Reviewed: Incorporate into business processes Fiscal Reviewed: Incorporate into business processes Foster Care Reviewed: No known impact General Relief Reviewed: No known impact Hearings/Collections/IEVS Reviewed: Incorporate into business processes IHSS Reviewed: No known impact Medi-Cal Reviewed: No known impact Staff Development Reviewed: No known impact Stockroom Reviewed: Incorporate into business processes Systems Reviewed: Incorporate into business processes

FILING INSTRUCTIONS: Post on Intranet under CalWORKs/Exemptions & CalWORKs/Welfare to Work PROGRAM ANALYST REFERENCE: Senate Bill (SB) 1041 (Chapter 47, Statutes of 2012); SB 72 (Chapter 8, Statutes of 2011); Assembly Bill (AB) X4 4 (Chapter 4, Statutes of the Fourth Extraordinary Session of 2009); All County Letter (ACL) 12-67; ACL 12-69; ACL 13-01; CalWORKs Welfare-to-Work (WTW) 24-Month Time Clock for CalWORKs Adults (CW AD 13-200); CalWORKs and Welfare-to-Work (WTW) Exemptions (CW AD 12-212)


Background Assembly Bill (AB) X4 4 enacted a temporary CalWORKs exemption for the primary caregiver of one child between the ages of 12 and 23 months, or two children under the age of six (hereafter referred to as “short-term exemption”). The short-term exemption was initially effective August 1, 2009 through June 30, 2011. In March of 2011, Senate Bill (SB) 72 was signed into law and included an extension of the short-term exemption through June 30, 2012. SB 1041, enacted June 27, 2012, further extended the short-term exemption through December 31, 2012, at which time the exemption expired. Individuals who were exempt under the short-term exemption in December 2012 (hereafter referred to as the “reengagement population”) must be reengaged in Welfare-to-Work (WTW) activities unless exempt under another provision. Reengagement of all individuals in the reengagement population must be accomplished by January 1, 2015. Policy Noticing Requirements:

Quick Reference Chart: Timing of Required Notice

First Notice CW2206 will be generated and mailed by CalWIN by 2/1/13

Second Notice Orientation Appointment Letter or WTW Appointment Letter (116-0)

Third Contact Reminder contact one week prior

to Orientation or WTW Appointment Must be sent 60 days prior to

reengagement appointment—first priority appointments to be

scheduled in April

Must be sent 30 days prior to Orientation or WTW Appointment—send in March for first priority April

appointments

Third contact is required prior to Orientation or WTW Appointment and can be by phone, email, or

office appointment

• First Notice: The Reengagement Informing Notice (CW 2206—Attachment 1) must be provided to individuals targeted for reengagement 60 days prior to outreach for reengagement. This mailing will occur by February 1, 2013 in our county. If the reengagement process is not initiated within six months of issuance of the initial CW 2206, then the CW 2206 must be issued again. Beginning in June 2013, the Redetermination (RRR) packet will include the CW 2206 until all individuals who were exempt under the short-term exemption have been contacted to initiate reengagement.

• Second Notice: An appointment notice(Reengagement Appointment Letters (2206 1,2,3,or 4) must be sent 30 days prior to the Orientation/Appraisal appointment and must include the following:

o Appointment date and time o A copy of the Reengagement Informing Notice (CW 2206) o A CalWORKs Exemption Request Form (CW 2186A—Attachment 2)

Note: Individuals who are already voluntarily participating in WTW will not need to attend Orientation and Appraisal again—this second contact can be conducted in person, by mail, or by phone (depending on the individual’s specific circumstances) and can be the comprehensive discussion (see CW AD 13-200) required to amend the current WTW Plan.

• Third Contact: A reminder phone call or appointment letter must be sent 10 days to one week prior to the Orientation/Appraisal appointment, or to remind the individual to


submit necessary verification (if required for another exemption). Note: Individuals who opt to take the new one-time exemption for the primary caretaker of a child age 0-23 months are not required to provide additional verification nor are they required to complete the CW 2186A—the exemption can be granted based on a verbal request; the Eligibility Worker (EW) must follow up by issuing the CalWORKs Exemption Determination (CW 2186B)—see CW AD 12-212. Note: This third contact can also be utilized to conduct the comprehensive discussion (see CW AD 13-200) for a WTW volunteer with a plan that meets the new participation requirements.

Time on Aid (TOA) Review:

• Some individuals targeted for reengagement will need a TOA review prior to the 30 day appointment letter being sent. These individuals have been identified on the DSS156 Ad Hoc Report that will be used for the reengagement process.

• To correct TOA, ensure that the temporary exemption entries are correct according to steps provided in BENDS 5215 (Attachment 3) and that there is no end date in CalWIN for the exemption reason. Note: EDBC must be run and every affected month reevaluated and CalWORKs must be authorized immediately (online) or the next day (batch) for TOA in CalWIN to be updated correctly.

• Ensure that the CalWORKs 48-month clock is correctly unticked for every eligible month beginning with August 2009.

• In a two parent household, ensure that both parents were not erroneously granted the short-term exemption for the same time period.

Two Parent Households:

• If an individual in the reengagement population is part of a two parent household and the other parent is meeting the required 35 weekly hours of participation, then the individual can opt not to participate in WTW activities and the reengagement process will be complete; months will begin to count toward the CalWORKs 48-month time limit in the following month.

• If an individual in the reengagement population is part of a two parent household and the other parent is sanctioned, then the individual will be required (unless exempt under another provision) to meet the 35 weekly hours of participation unless the sanctioned parent cures the sanction and contributes participation hours.

• If an individual in the reengagement population is part of a two parent household and the other parent is exempt under another provision, then the individual will be required (unless exempt under another provision) to meet the 35 weekly hours of participation unless the other parent volunteers for WTW to combine hours. If the other parent is exempt due to disability, the individual would only be required to participate for the applicable number of single parent hours (20 or 30) based on the age of the children.


Reengagement Population and Volunteering for WTW:

• Individuals in the reengagement population who are already WTW volunteers as of 1/1/13 shall be permitted to continue in their WTW activities until identified for reengagement.

• Individuals in the reengagement population who, after 1/1/13, wish to volunteer for the WTW Program shall be permitted to volunteer only if they are engaged in an activity and require WTW services (e.g., obtained a job, enrolled in school, etc.).

• Individuals in the reengagement population who, after issuance of the Reengagement Informing Notice (CW 2206) in February 2013, request to volunteer will instead be offered the opportunity to begin reengagement (refer to EW Instructions—First Priority Group section).

Inter-county Transfer (ICT):

• An individual who has not been reengaged shall be considered not reengaged in the county he or she transfers to, and will be reengaged according to the new county’s reengagement sequencing.

Sequence of Reengagement:

• Reengagement will occur in a specific sequence, outlined in the chart below. • The DSS156 Ad Hoc report has been developed to assist the EW and Career

Employment Specialist (CES) in identifying the correct priority group for an individual in the reengagement population. This report identifies the reengagement population, whether they are a WTW volunteer, how many months left on their CalWORKs 48-month time limit, and whether there is a TOA issue that must be addressed.

Time Left on CalWORKs 48 Month Clock

Not Participating in WTW

Exempt WTW Volunteer

0-19 hrs/week


20+ hrs/week

Less than 12 months First Priority Group Second Priority Group Reengage at next RRR

12 - 24 months Third Priority Group Fourth Priority Group Reengage at next RRR

More than 24 months Reengage at next RRR Reengage at next RRR Reengage at next RRR

Reengagement Process and Definition of Reengagement:

• The reengagement process includes: o Invitation to attend WTW Orientation/Appraisal (sent 30 days in advance) or the

comprehensive discussion (CW AD 13-200) for a WTW volunteer o A reminder call or general appointment letter sent one week to 10 days prior to

the scheduled Orientation/Appraisal or to remind of additional verification needed (if applicable for a new exemption)


o Participation in Orientation, Appraisal, Job Services and/or Assessment or appropriate activity according to the WTW Reengagement Program Flow (Attachment 4)

o Development of the WTW Plan including identification of needed supportive services

• The CalWORKs 48-month time clock does not tick during the reengagement process. • “Reengagement” is defined as a signed WTW Plan and supportive services secured

for participation. The CalWORKs 48-month clock will begin ticking the first of the month following the WTW Plan sign date.

Non-compliance with Reengagement Process:

• Individuals are considered mandatory participants upon issuance of the second notice and will be subject to the non-compliance process if they fail (without good cause) to respond to reengagement efforts following the third required contact.

• Because the CalWORKs 48-month time limit cannot begin until a WTW Plan is signed, Attachment 6 is the BENDS which will allow the CES to begin the NONC process without counting months against the CalWORKs 48-month time limit.

Procedures EW Instructions—First Priority Group:

• In February 2013—the DSS156 Ad Hoc report will be provided to EWs identifying all individuals with 12 months or less remaining on CalWORKs; individuals with a TOA issue will already be identified on the report and will need TOA corrections to ensure that all months under the short-term exemption are not counted against the CalWORKs 48-month time limit, and to determine the correct time to begin reengagement efforts with the individual.

• In March 2013—following district office procedures, assign the first priority group of reengagement individuals to the default caseload to be invited to WTW Orientation in April 2013.




0-19 hrs/week


20+ hrs/week





CES Instructions—Second Priority Group:

• In February 2013—the DSS156 Ad Hoc report will be provided to CES staff identifying all WTW volunteers with 12 months or less remaining on CalWORKs. Work with the assigned EW to correct any TOA issues and then review the existing WTW Plan and hours of participation under that plan for all individuals who are truly at 12 months or less. Volunteers who are participating less than 20 hours per week and with less than 12 months remaining will be the second priority group for reengagement.

• In March 2013—run exemptions for each WTW Volunteer identified as part of the second priority group and manually issue the required second notice (Reengagement Appointment Letters (2206 1,2,3,or 4)) to set up an appointment for the comprehensive discussion and review of their existing WTW Plan. This second notice must include:


Note: Individuals who are already voluntarily participating in WTW will not need to attend Orientation and Appraisal again—this second contact can be conducted in person, by mail, or by phone (depending on the individual’s specific circumstances) to complete the comprehensive discussion (see CW AD 13-200) required to amend the current WTW Plan.

• Comprehensive Discussion—required prior to amending an existing WTW Plan to conform to the WTW 24-month time clock rules (refer to CW AD 13-200); this discussion must cover:

o Elimination of core and non-core hourly requirements during the WTW 24-month time clock period and the full scope of WTW activities available to the participant.

o Changes in participation requirements—20 hours per week for a single parent with a child under six, 30 hours per week for a single parent with no child under six, and 35 hours per week (combined) for a two parent family.

o The individual’s ability to change their WTW Plan in accordance with the new rules.

o Criteria for WTW exemptions, including the new optional once-in-a-lifetime exemption for the primary caregiver of a child age 0-23 months which stops the CalWORKs 48-month time limit.

o The conditions that cause a month not to count toward the WTW 24-month time clock.

o The post WTW 24-month time clock requirement to meet federal participation rules.

EW Instructions—Third Priority Group and Ongoing Process at Redetermination (RRR):

• In March 2013—the DSS156 Ad Hoc report will be provided to EWs identifying all individuals with 24 months or less remaining on CalWORKs; individuals with a TOA issue will already be identified on the report and will need TOA corrections to ensure that all months under the short-term exemption are not counted against the CalWORKs 48-month time limit and to determine the correct time to begin reengagement efforts with the individual.


• In April 2013—following district office procedures, assign the third priority group of reengagement individuals to the default caseload to be invited to WTW Orientation in May 2013.




0-19 hrs/week


20+ hrs/week




• Effective May 1, 2013, as part of the annual RRR process, evaluate any individual in the

AU who is still under the short-term exemption to determine whether another exemption may apply to the individual, and run exemptions. Determine whether TOA corrections are needed. Determine whether a CES is already assigned to the individual and if so, notify the CES to begin the reengagement process. If there is no assigned CES, proceed with district office procedures to run exemptions in CalWIN and assign to the default caseload for invitation to WTW Orientation.

CES Instructions—Fourth Priority and Ongoing Process:

• In March 2013—the DSS156 Ad Hoc report will be provided to CES staff identifying all WTW volunteers with 24 months or less remaining on CalWORKs. Work with the assigned EW to correct any TOA issues and then review the existing WTW Plan and hours of participation under that plan for all individuals who are truly at 24 months or less. Volunteers who are participating less than 20 hours per week and with 12-24 months remaining will be the fourth priority group for reengagement.

• In April 2013—run exemptions for each WTW Volunteer identified as part of the fourth priority group and manually issue the required second notice (Reengagement Appointment Letters (2206 1,2,3,or 4) to set up an appointment for the comprehensive discussion and review of their existing WTW Plan. This second notice must include:


Note: Individuals who are already voluntarily participating in WTW will not need to attend Orientation and Appraisal again—this second contact can be conducted in person, by mail, or by phone (depending on the individual’s specific circumstances) to complete the comprehensive discussion (see CW AD 13-200) required to amend the current WTW Plan.





0-19 hrs/week


20+ hrs/week




• Effective May 1, 2013, as part of the annual RRR, the assigned EW will evaluate

individuals still under the short-term exemption to determine whether another exemption applies, and will run exemptions to apply the new exemption or register the individual for WTW. The EW will determine whether a CES is already assigned to the individual and if so, notify the assigned CES to initiate the reengagement process.

• To initiate the reengagement process, the CES will contact the individual to set up an appointment for the comprehensive discussion and to review the existing WTW Plan. The comprehensive discussion can be conducted by office visit, phone, or letter, whichever is least disruptive to participation of the individual.

• After the comprehensive discussion and changes to the WTW Plan (if any), complete an amended WTW 2 (refer to CW AD 13-200) for the individual to sign (can be mailed for signature if comprehensive discussion is conducted by phone).

• The date the amended plan (even if there are no changes) is agreed to determines the date reengagement process is complete; the month following this date is when months will begin to count toward the CalWORKs 48-month time limit (unless exempt under another provision that stops the 48-month time limit) and will also begin the WTW 24-month time limit (unless a condition that stops the 24-month clock applies—refer to CW AD 13-200).

CalWIN Instructions:

• Individuals targeted for reengagement according to the sequence set forth will need to have exemptions run in CalWIN; if the individual is not exempt for another reason, Eligibility Determination and Benefit Calculation (EDBC) will determine that the individual is not exempt from WTW and will automatically register the individual. The short-term exemption entries were manual entries, and to correctly register reengagement individuals to WTW will require that the manual entries be overwritten. Refer to Attachment 5.

• Following specific district office procedure, the individual shall be assigned to the designated default caseload in CalWIN to be invited to WTW Orientation.

• The Reengagement Appointment Letters (2206 1,2,3,or 4) in CalWIN under Forms is the appropriate appointment notice for the Reengagement Appointment. If an individual who has received the Reengagement Appointment Letter fails to attend Orientation or other reengagement appointment and fails to begin reengagement activities after the required third contact, non-compliance shall be initiated in CalWIN and may result in financial sanction.


• “Reengagement” is not complete until the individual agrees to and signs a WTW Plan

which addresses supportive services needs. Once the WTW Plan is signed, enter the Plan information into CalWIN following the Develop Employment Plan or Amend Employment Plan procedural help topic.

Reengagement Data Tracking and Reporting:

• At some point in the future CalWIN will be able to send information through interface to the Welfare Data Tracking Implementation Project (WDTIP) Tracking Recipients Across California (TRAC) system but until that occurs we must manually track recipients as they enter the reengagement process.

Attachments:

1. Reengagement Informing Notice (CW 2206) 2. CalWORKs Exemption Request Form (CW 2186A) 3. BENDS 5215 4. WTW Reengagement Program Flow 5. Overwriting Manual Exemptions—screen shots 6. 2206 1,2,3,and 4 – Reengagement Appointments Letters

County of Santa Barbara, Department of Social Services-BENDS 6173 1b NONC Page 1

ATTACHMENT 6

BENDS – 6173 1b

Title Initiate Noncompliance On Reengagement Participant

Users Affected WTW Staff

Begin Date 5/29/13

Description NONC Process for Reengagement Population

Action

Non-compliance with Reengagement Process:

• Individuals are considered mandatory participants upon issuance of the second notice and will be subject to the non-compliance process if they fail (without good cause) to respond to reengagement efforts following the third required contact.

• Because the CalWORKs 48-month time limit cannot begin until a WTW Plan is signed, This BENDS will allow the CES to begin the NONC process without counting months against the CalWORKs 48-month time limit..

Step 1 Go to Display Case Employment Services Participation window.

Select your client and double-click.


Step 2 Maintain Employment Services Participation window opens.


Step 3

Maintain Employment Services Participation status window. Enter appropriate End Date for the Exempt-Mandatory Status. On Registered-Voluntary Registration Status line change the Participation from Voluntary to Mandatory, so that it now reads Registered-Mandatory.

Note: Make sure that the Exempt-Mandatory and Registered-Mandatory dates are contiguous, or CalWIN CWEA will not allow you to Save.

Click the Save button.

Step 4

1. You are now ready to update the appropriate reengagement activity and initiate the noncompliance on the participant who failed to attend the reengagement activity. Follow established business practices.

2. Once you have initiated the noncompliance process, go to the Maintain Employment Services Participation window.

Dates are contiguous.


Step 5 Maintain Employment Services Participation window.

Go to the Registered-Mandatory Registration Status line and change Participation from Registered-Mandatory back to Registered-Voluntary. Go to the Exempt-Mandatory Registration status line and delete the End Date.

Click Save button.

Note: This process must all be completed on the same day to avoid affecting time-on-aid.

Dates are contiguous.

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