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Food Stamp Employment and Training

Operating a Volunteer Program

Spring Training 2011

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Objectives

• The basics of operating a volunteer program

Who can we serve?

What cases will be created in the One-Stop Service Tracking (OSST) system via the interface?

What participants will be mailed an Outreach Letter?

What if the food stamp recipient has a case in OSST but is not mailed a letter?

What if a food stamp recipient wants to volunteer but does not have a case in the OSST system?

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Objectives

• The basics of operating a volunteer program

What activities can our program participants be engaged in?

How many hours does a participant have to complete each month to get transportation assistance?

What if the FSET participant does not show to an appointment, an activity, etc.?

Can a participant receive a Food Stamp Reimbursement (FSR)?

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Engaging Volunteers - FSET

• Who can we serve?

An individual who is receiving food stamps that is not already engaged in the Welfare Transition (WT) program

• Eligibility

The OSST system will create cases based on data from the FLORIDA to OSST interface

Regional staff can

• Review a food stamp recipient’s eligibility in the DCF’s data entry system, the FLORIDA system

• Enroll the food stamp recipient in the volunteer program

• Create a case or reopen the case in the OSST system

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Engaging Volunteers - FSET

• What food stamp records generate cases in OSST?

If the food stamp recipient is a “work registrant”, a case will be built in OSST

If the food stamp recipient is an Unemployment Compensation recipient, a case will be built in OSST

• The cases will have an engagement to-do created

• FSET program staff will not need to confirm the engagement to-dos

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Engaging Volunteers - FSET

• Who will be mailed an Outreach Letter?

• Only on cases where the participant is 16 through 39

– This is based only on limited funding

– If additional funds can be secured to expand outreach, we will outreach to additional participants

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Engaging Volunteers - FSET

• Who will be mailed an Outreach Letter?

If the letter is mailed, a FSET Participation Notice Activity (599) will be added to the case on the Skill Development screen

• Actual Start Date

• Anticipated End Date

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Engaging Volunteers - FSET

• What happens if an Outreach Letter is not mailed?

The engagement to-do will be confirmed

A 593 “Authorization for On-line Activity”

is entered • Actual Start Date

• Anticipated End Date

• Authorizing the participant to sign in to OSST, complete the orientation process, answer the assessment questions, select an activity, get his/her next steps

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Engaging Volunteers - FSET

• What happens if a case is not created in OSST?

Some food stamp recipients will be introduced to the program via other workforce programs and outreach methods

• An individual is looking for work in the career center, and staff learns that (s)he is getting food stamps

• The individual needs “intensive” engagement in activities, as well as transportation assistance

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Engaging Volunteers - FSET

• What happens if a case is not created in OSST?

You must determine if the individual is eligible

• Receiving food stamps

You must determine if a case is in the OSST system

You must record all engagement in the OSST system

You must ensure the participant is getting food stamps the entire time (s)he is engaged in the program

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Engaging Volunteers - FSET

• What activities can volunteers participate in?

Job search

Job search training

Vocational training

Education

Workforce Investment Act (WIA)/Trade Adjustment Assistance (TAA) Program activities

Work experience

Self-initiated work experience

Employment Retention Services (ERS)

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Engaging Volunteers - FSET

• What if the volunteer does not attend an activity, an appointment, etc.?

Do not start the conciliation process

Do not request a sanction

Reach out to the volunteer

• Try to call the volunteer

• Find out why (s)he did not attend the appointment or activity

• Does the volunteer need services or additional assistance?

• Mail a new appointment to see if the volunteer can be re-engaged

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Engaging Volunteers - FSET

• There will be many people that may not respond to the Outreach Letter. Will we have to close all of those cases?

No

If the participant does not complete the on-line process within 90 days of the Actual Start Date, the case will close automatically

If the participant does not attend a local orientation session (and the 599, 593, 594 closed by staff), the case will close automatically after 90 days of the Actual Start Date

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Engaging Volunteers - FSET

• What if the participant does not turn in his/her hours of participation? Will we have to close those cases?

No

If the Job Participation Rate (JPR) screen is not updated with hours greater than zero for more than 180 days, the case will be closed in OSST

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Engaging Volunteers - FSET• The system’s case is closed. The individual comes in

later and wants to start volunteering. What are my next steps?

Check the FLORIDA system

• Is the individual getting food stamps?

– IQEL

• Document that (s)he is getting food stamps and keep the documentation in the case file

• Reopen the case in OSST

• Start recording engagement

• Each month, staff must verify the individual is still getting food stamps to continue offering services

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Engaging Volunteers - FSET

• Who can get a FSR (transportation assistance)?

An FSET volunteer

• Who is engaged in the FSET program

• Who has an activity (component) in the system

• Who has provided documentation of participation in the activity

• Who has documented costs associated with participating in activities

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Engaging Volunteers - FSET

• What documentation is needed to prove that (s)he spent money to attend activities (transportation)?

Receipts for gas

Receipts for buying a bus pass

Self-attestation

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Engaging Volunteers - FSET

• Case notes

Notes describe each step that you take to engage the program participant

Please document

• Eligibility

• Enrollment

• Engagement

• Hours completed

• Etc.

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If you have any questions, comments, or If you have any questions, comments, or concerns, please contact concerns, please contact

the Food Stamp and Employment Training the Food Stamp and Employment Training Team Team

through the Department of Economic through the Department of Economic Opportunity’s Call Center at Opportunity’s Call Center at

1-866-352-23451-866-352-2345

An equal opportunity employer/program. Auxiliary aids and services are available upon request to individuals with disabilities. All voice telephone numbers on this document may be reached by persons using TTY/TDD

equipment via Florida Relay Service at 711.