using the client screens

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

Florida Relay Service at 711.

Step-by-Step Guide

Using the Client Screens

Food Stamp Employment and Training Program (FSET)

Using the Client Screens 2

Table of Contents

1 Background....................................................... 3

2 Referral for Engagement.................................. 4 2.1 Application for benefits ................................................................................................ 4 2.2 Referral to FSET........................................................................................................... 4 2.3 Initial outreach letter – Notice of Mandatory Participation (NOMP) ..................... 6 2.4 Notification Activity ....................................................................................................... 8

3 Compliance with the Notice of Mandatory Participation......................................................... 11

3.1 Initial engagement with client screens-basics ....................................................... 11 The program participant is informed in the Notice of Mandatory Participation (NOMP) that he must: ........................................................................................................................... 11 3.2 Participant logs into OSST........................................................................................ 12 3.3 Introduction to the FSET program – My Status screen........................................ 14 3.4 Orientation screen ...................................................................................................... 14 3.5 Assessment................................................................................................................. 18

3.5.1 Introduction to assessment in the OSST system .......................................... 18 3.5.2 Assessment categories ..................................................................................... 19 3.5.3 Assessment process.......................................................................................... 21 3.5.4 Assessment - Other features: .......................................................................... 22

3.6 The Participation Screen........................................................................................... 24 3.6.1 The sections of the Participation screen ........................................................ 25 3.6.2 Participation screen - Scenarios ...................................................................... 25 3.6.3 The participant is required to select an activity. ............................................ 44 3.6.4 The Food Stamp Reimbursement (FSR) section of the Participation screen 45

3.7 Check Out – Next Steps............................................................................................ 47




Using the Client Screens in the One-Stop Service Tracking System

Food Stamp Employment and Training Program

1 Background Prior to the client screens being created, Food Stamp Employment and Training (FSET) program participants had to go to an orientation session led by a program staff member. The session could be in a group setting or a one-on-one meeting. During the session, the program participant learned about his rights and responsibilities. The program participant usually completed an assessment on paper. Sometimes, program participants completed an assessment on a computer. When the participant completed the session/process, the program staff had to collect the documentation, enter the Orientation and Assessment activities in the OSST system, enter case notes in the One-Stop Service Tracking (OSST) system, request a Food Stamp Reimbursement (FSR) in the OSST system. The client screens were created for the regions who want to automate elements of the initial engagement process as a service strategy. The client screens were designed to reduce paperwork and data entry associated with the initial engagement process, so staff could spend time with program participants

• Who have hidden disabilities and need help completing the assessments/orientation process;

• Who need to be referred for services; • Who need assistance finding an activity to participate in; • Following up on participation; • Etc.

If the Regional Workforce Board (RWB) opts to use the client screens to engage program participants during the initial engagement phase, the program participant is directed to log onto the OSST system and

• Review his rights and responsibilities and acknowledge that he understands the information (the Orientation screen);

• Answer the basic assessment questions on the Assessment screen; • Select an activity if appropriate on the Participation screen; and • Get his next steps.




2 Referral for Engagement

2.1 Application for benefits Individuals apply for food stamps through the Department of Children and Families (DCF’s) on-line application, the Automated Community Connection to Economic Self-Sufficiency (ACCESS). If the individual receives food stamps and is determined to be an Able-Bodied Adult Without Dependents (ABAWD), the food stamp recipient is referred to the FSET program.

FAQ 1 What does the phrase “referred to the FSET program” mean? This means that the DCF staff member enters the information on the Florida On-line Recipient Integrated Data Access (FLORIDA) system. Early in the morning, a huge file is sent to the Agency for Workforce Innovation (AWI). The file is sifted through an “interface,” which reads the record and then takes action on the record.

2.2 Referral to FSET If an individual is supposed to participate in the FSET program and the record is received in the interface, a case is either built or updated in the OSST system. A to-do is placed on the case, this serves as an “alert” to the program staff that action needs to be taken on the case. Below is an example of a Reopen To-Do posted on an OSST case. This means that the case was previously in the OSST system and was closed. When the interface interpreted the record, it found the food stamp was required to participate in the FSET program.

Below is an example of a New Case To-Do. This means that the case has not been in the OSST system before. The interface interpreted the record and created a case in the system.

An equal opportunity employer/program. Auxiliary aids and services are available upon request to individuals with

disabilities. All voice telephone numbers on this website may be reached by persons using TTY/TDD equipment via the Florida Relay Service at 711.

http://www.dcf.state.fl.us/ess/


Below is a screen shot of a Transfer-To To-Do. This type of transfer was created because the case was previously in the system, but the case was closed and in a different unit. So, the case was both reopened and moved to the correct unit based on where participant’s address.

This type of to-do is recognized by the language in the to-do and the information in the Case History on the Case at a Glance screen. As you can see below, the case was Reopened by Florida because of the Florida Interface.




When a New Case, Reopen, or Transfer To (with Reopened by FLORIDA posted on the Case History) To-Do is generated by the interface, the Automated Process (auto-process) confirms the to-do. The to-do is moved from the Unconfirmed To-Do screen to the Historical To-Do screen. See below. Records of the alerts are maintained on the case’s to-do screens.

FAQ 2 What if the to-do was an on-line transfer, meaning a program staff member transferred a case to a new unit? The auto-process will not take action on the case. Program staff must confirm the to-do and take the appropriate actions after reviewing the case in the FLORIDA system.

2.3 Initial outreach letter – Notice of Mandatory Participation (NOMP) The auto-process mails a letter to the program participant on behalf of the region. The letter is mailed from Tallahassee. The RWB determines what is on the letter by entering instructions on the Security Maintenance screen. The default instructions many regions use to guide program participants to log onto the client screens are provided below.




You should ask your manager what program participants in your area are instructed to do. What are the instructions in the Notice of Mandatory Participation (NOMP)? You need to know this information. Why? If the participant logs onto the screen, confirms his rights and responsibilities on the Orientation screen, answers the questions on the Assessment screen, reviews the options on the Participation screen and clicks the Check Out button, the participant will be “in compliance” with the initial instructions. The participant’s case will be automatically updated in the OSST system and will be required to participate in his next steps by the deadline given. However, if the instructions are different than what is on this sheet and the participant is not required to confirm his rights and responsibilities on the Orientation screen, answer the questions on the Assessment screen, review the options on the Participation screen and clicks the Check Out button, the region will have to make sure that all of the data is entered in the system and auto-process stopped if the participant complies with the instructions given by the region.




2.4 Notification Activity

An activity, the Notification Activity (code 599), is created with an Actual Start Date and an Anticipated End Date on the Skill Development screen. This activity serves as both a timing mechanism and a notification to program staff.

Screen Shot 1: Notification Activity

This 599 is active.

Screen Shot 2: Notification Activity

The Notice of Mandatory Participation was mailed on March 5, 2009. The participant has until March 30, 2009 to comply, or the auto-process will proceed with the conciliation process.




How does this serve as a timing mechanism? If the program participant does not go through the required steps using the client screens before the Anticipated End Date expires, the auto-process will end the activity and start the conciliation process automatically. See Screen Shot 1: Notification Activity How does this serve as a notification or marker for program staff? For example, the program staff can tell that the participant’s case is currently in the auto-process because there is an active Notification Activity on the case. See Screen Shot 2: Notification Activity

FAQ 3 What if the participant calls and tells me that he cannot get to a computer to complete the process? Determine if the participant has good cause. If the participant has good cause, end the 599 on the Skill Development screen. If the good cause is an on-going issue that will interrupt participation in an activity, you must enter the good cause/deferral on the Alternative Plan screen. This means that the auto-process has ended. You must keep up with the case. The auto-process will not take action on the case. What if the participant calls and tells me that he does not know how to use the computer? The answer to this question is based on local operating procedures. If your region has a computer lab where sessions are guided by a staff member to help program participants that need help, give him a time and date to come in and get help. If the region does not have a guided session, you may need to meet with this participant and complete the orientation/assessment on a one-on-one basis. If you give the individual instructions to complete an orientation/assessment process outside of the OSST system and he complies, you must end the 599 on the Skill Development screen. You must follow-up with the program participant.

Compliance Date: The Anticipated End Date on the Notification Activity is different than the date the participant is told to comply by (the date on the Notice of Mandatory Participation). This is demonstrated in the screen shots posted on the next page. The program participant is told that he has fifteen days from the date the Notice of Mandatory Participation (NOMP) to comply with the steps on the letter (Screen Shot: Compliance Date 1). However, the auto-process gives the program staff a ten-day window to enter data in the system to interrupt or stop the auto-process (Screen Shot: Compliance Date 2). Essentially, the participant has 25 days from the date the Notice of Mandatory Participation (NOMP) was mailed to participate. On the first business day after the Anticipated End Date expires, the auto-process will end the 599 and initiate the conciliation (Screen Shot: Compliance Date 2).




Screen Shot: Compliance Date 1


Screen Shot: Compliance Date 2

A case note is created on the case. This case note states when the Notification Activity was created. The case note includes: the date the letter was created, the date the letter was mailed, the Anticipated End Date of the activity (the date the participant must comply by), the address the letter was mailed to and the contact information of the FSET program service center that was included on the letter.



3 Compliance with the Notice of Mandatory Participation

3.1 Initial engagement with client screens-basics

The program participant is informed in the Notice of Mandatory Participation (NOMP) that he must:

• Find a computer with Internet-access; • Log onto the OSST system; • Review the information on the Orientation screen. Check off that he

understands each statement; • Answer the questions on the Assessment screen; • Select an activity if appropriate on the Participation screen and click the

“Check Out” button. After the participant checks out, the participant is given his next steps and his next due date. The following provides the information associated with the participant’s steps to comply using the client screens.




3.2 Participant logs into OSST The participant logs into the OSST system using the same log on screen that program staff use.

The first time the individual logs onto the system, the user will have to click the “New User” button and enter primary information to get a user identification (User ID) and establish a password.

If a Notice of Mandatory Participation (NOMP) was mailed to the individual and an active 599 is on the case, the participant will be able to log onto the system. The participant will be required to go through the security process. This process is outlined in a step-by-step guide.



http://www.floridajobs.org/PDG/Memos/pdf/FSET_WT/OSST_EnhancedLogInScreen_Atch1_.pdf


If a Notice of Mandatory Participation (NOMP) was not sent to the participant, the participant will get an error message when he tries to log into the system.

FAQ 4 What if the participant cannot log onto the system and receives an error message? If program staff are assisting the program participant, program staff can look up the case in the OSST system and see the status of the case. If the case is not in the automated process (presence of a Notification Activity, 599, or conciliation created by the auto-process), the participant should be engaged by program staff based on his status. The program participant can also call the phone number given, and staff at the AWI will review the case and provide him with the appropriate next steps.




3.3 Introduction to the FSET program – My Status screen The participant will be taken to a main page called the My Status screen.

The participant is instructed to complete all three steps. Although the due date for completing the steps is 15 days after the mail date, the participant really has additional time since program staff have been granted additional time to enter the data. The due date is the Anticipated End Date of the 599 activity. Each step is activated with a “click here” hyperlink to ensure the participant completes the process in the appropriate order.

3.4 Orientation screen

The participant is taken to the Orientation screen when the “Click Here” hyperlink is selected after Step 1. The participant is introduced to the screen under Section 1.




The participant is asked to review each statement and click the checkbox indicating the information has been read. If the individual is having difficulty understanding the information, he can call 1-800-438-4128.




Once the participant has indicated he understands all of the information and clicks the “Next” button, two things occur. One is associated with the client screens and the other is associated with the case manager’s/staff’s screens.

• The automated system creates an orientation activity on the Skill

Development screen with an Actual Start Date, an Actual End Date and an Outcome of “Completed.”

• To see the activity, the user must click “Show All” under the Skill

Development section of the Skill Development screen.

FAQ 5 What if the participant does not check off on all of the boxes and clicks the “Next” button? The system will post a pop-up to the user, a message. The message asks the user to please review each statement and check it off. If the individual does not understand the information, the user can call the phone number and staff will be available to answer questions.




The activity, Auto FSET Orientation (code 598), is displayed. The electronic signature documents that the participant signed off on his rights and responsibilities. The rights and responsibilities are on page 14 for review.

The participant is taken back to the updated My Status screen. The participant is reminded that all three steps must be completed before the due date.




FAQ 6 What other information is on the My Status screen? There are certain features that remain on the My Status screen. There is a section where participants can select a hyperlink and print a form.

There is also a section of frequently asked questions.

3.5 Assessment

3.5.1 Introduction to assessment in the OSST system On the My Status screen, the participant is directed to answer the questions on the Assessment screen. The “click here” link next to Step 2 is activated. If the participant clicks on the hyperlink, the participant is taken to the first Assessment screen, which includes an introduction.




Once the participant selects the Begin Assessment hyperlink, the participant is taken to the first question. There are several methods for answering the questions: for example, some questions are answered by clicking a check box or selecting a radio button. Other questions require the user to enter text.

3.5.2 Assessment categories

The assessment questions are broken down into four major categories: o Job questions; o Educational questions; o Volunteer questions; and o Participation questions.

Job questions are questions about the types of jobs the participant would be interested in obtaining. The system also asks the individual if he is employed, and if so, the details about the employment.

The educational questions ask if the participant is in school. If so, the participant is asked to provide details about the educational program, including the number of hours he is in school.

The volunteer questions ask if the participant is volunteering at a not-for-profit agency in the community. If the participant is volunteering in the community, the participant is asked details about the volunteer experience.

Participation questions focus on issues that would impact the participant’s ability to complete hours in an activity.

The questions and answers have been typed out for program staff and are available on the Internet. The purpose of these questions is to find out if the individual is able to participate based on exemption reasons. The questions are also designed to find out if the participant is employed, going to school or volunteering. The RWB should employ other forms of assessments at certain points of engagement. For example:



http://www.floridajobs.org/PDG/FSET/Forms/FSET_ClientScreensAssessQues.rtf

http://www.floridajobs.org/PDG/FSET/Forms/FSET_ClientScreensAssessQues.rtf


o Program participants who are interested in going to school and request assistance with finding an appropriate program may need to complete an assessment to determine their education level, ability to enter programs and the existence of hidden disabilities. If participants need assistance, they should be referred to the local Vocational Rehabilitation (VR) office for further assessment and engagement. If there is a Disability Navigator or other program that assists participants with hidden disabilities in the local area, a referral to such programs may be appropriate as well. Program participants may also be directed to complete assessments that determine the right type of program for the individual based on interests.

• Program participants may be served, if eligible, using Workforce

Investment Act (WIA) funds or Trade Adjustment Act (TAA) funds and should be assessed if they are interested in training to obtain employment.

o Program participants who are interested in volunteering at a not-for-

profit entity and who need help finding an employer should be assessed to learn about employment goals in order to match them to an employer.

o Eligible program participants may be served, if local operating

procedures permit, using WIA funds in subsidized employment. Based on local operating procedures, staff may need to assess participants to see if individuals would be better served in an On-the-Job (OJT) contract or subsidized employment program. Some participants may meet the qualifications for a summer youth employment program and may be served in such a program.




3.5.3 Assessment process If the participant answers the first assessment question and clicks the “Next” button, the individual has officially “started” the assessment. The automated process creates an assessment activity, Auto FSET Assessment (code 597), on the Skill Development screen with an Actual Start Date.

On the Plan Development screen, a new automated assessment entry is created under the Auto Assessment and Participation section of the screen. The entry is marked by the date the participant answered the first question. On this screen, the program staff can select a hyperlink (date) to view all of the answers saved. Additionally, the status is posted next to each start date.

If the staff member selects the date hyperlink (under the Date started) column, a view screen is posted.




The program participant can change answers to the questions up until he “checks out” of the system using the Check Out button on the Participation screen. Each time the answers change, the staff’s view of the questions and answers will be updated.

3.5.4 Assessment - Other features:

• Each assessment/question screen has a “Back” and “Next” button. The individual can go “back” to a previous question at any time. If the answer is changed and “Next” is clicked, the answers will be updated on the case manager’s view screen and saved in the system.

• After the last question, the user has the option to click “Back,” “Review” or “I

am done.”

• If the participant clicks the “Review” button, he will be taken to a screen that provides all of the questions and answers. To change an answer, the user simply has to select Edit next to the applicable question.




FAQ 7 If the user selects to edit an answer, updates the answer and wants to return to the review screen, how do they get back? The user just has to click “Review.”

When the user is done with the review, how does the individual exit to the next step? First, the user selects “Click here to exit your review.”

The user can then click “I Am Done” icon.




If the individual exits the system before answering the last question and clicking the “I Am Done” button, the individual will be reminded to complete the assessment process. The instructions on the My Status screen will reflect the latest completion and the participant’s next steps. See the example below.

3.6 The Participation Screen

The participant’s next step is to go to the Participation screen and select an activity. The next step has been activated under Step 3. The participant clicks the click here hyperlink.




3.6.1 The sections of the Participation screen

There are three sections on the Participation screen.

• In Section 1, the participant is offered recommendations about his participation. However, the recommendations are based on the answers given in the assessment. There are a large number of possible combinations, so the AWI created priorities based on the answers. Below is information about the directions given to the participant. The key is to remember that the directions posted are documented in the case notes to make sure staff know the directions the participant was given. Additionally, the participant can print the screen and take it with them. Participants should be encouraged to take the information with them.

• In Section 2, the participant selects an activity if appropriate. The

directions provided to the program participant on the My Status screen are dependent on what is selected (or not selected).

In some scenarios, the participant has an option to select one of two activities to participate in.

In some scenarios, the participant is not allowed to pick an activity. In some scenarios, the participant is required to pick an activity.

• In Section 3, the participant is offered the opportunity to document if he

had to travel to log onto a computer and complete the initial engagement process. If the individual was required to travel to find a computer with Internet access, the may receive a Food Stamp Reimbursement (FSR) for $10.00. The FSR is automatically requested by the automated system.

3.6.2 Participation screen - Scenarios Remember, the directions the participant is given on the Participation screen, as well as the options to select an activity, are based on the answers given by the participant on the Assessment screens. Below, we list out the possible scenarios for staff to review. The information on the Participation screen is based on these scenarios.

3.6.2.1 If the individual offers a reason to be excused from the program, the participant is told that he may be excused, but is still offered an opportunity to select an activity in Section 2. This is because a food stamp recipient, even if they are sent to the FSET program by mistake, can opt to participate in activities.

a. The participant reports he has a medical issue that keeps him from

working (Participation Question #1 is Yes). This is a top priority.




i. If the individual states he has a medical issue and cannot participate in activities or work, the participant will be told how he can be excused after checking out. The participant will be provided with steps to take, documents to turn in and due dates. On the My Status screen after check out, the participant is asked to turn in a note from his doctor.

o At check out, we create a deferral on the case. However,

we also create an activity, Documentation Submission (code 596) on the Skill Development screen. If a doctor’s note is not turned in by the Anticipated End Date, the participant’s case will move into conciliation via the automated process.

ii. If the participant selects an activity, the participant is told how to

become excused and what documents are due to show he has signed up to start an activity.


we also create an activity, Documentation Submission (code 596) on the Skill Development screen. If a doctor’s note or the documents to show the participant is signed up for an activity is not turned in by the Anticipated End Date, the participant’s case will move into conciliation via the automated process.

The Participation screen for an individual who answered “Yes” to the question “Do you have a health issue that keeps you from working?” is below.




FAQ 8 The participant did not select an activity. The participant turns in documents signed by a doctor or nurse, what do I do? First, review the case notes. The system will have generated a case note on the date the participant “checked out.” This is the same date as the Documentation Submission start date.




FAQ 8 Continued Below, the user went to the Case Notes screen and looked for the directions offered to the program participant. The user clicked on the date hyperlink for March 8, 2009. Note: these were created by the OSST system as documented in the User column.

The case notes document that the participant reported a medical issue that prevents him from working. He did not select to participate in an activity, so the participant was told to turn in a doctor’s note no later than 3/23/2009. The participant was also asked to report this information to the DCF by 3/23/2009 and was given the phone number to do so.




FAQ 8 Continued If the participant turned in the doctor’s note, program staff must:

End the Documentation Submission (Code 596) activity with an Actual End Date and an Outcome

of Completed. This is VERY important; otherwise, the case will go into a conciliation process via the automated process.

The next steps depend on what the medical form states. If the participant is not able to participate in activities/work due to medical issues, update the good cause/deferral on the Alternative Plan screen. Enter the participant turned in a medical document showing that his medical issue prevents him from working.

• Report to DCF that this person has an issue that prevents him form working based on the region’s local operating procedures for communicating with DCF.

• Set a to-do on the case to make sure the participant became exempt in the FLORIDA system. Make sure to review the case and close the case appropriately.

If the participant is able to participate, the program staff will still end the Documentation Submission (Code 596) activity with an Actual End Date and an Outcome of Completed.

• Program staff should reach out to the participant and begin engagement.

b. The participant reports that he is caring for a child (Participation Question #4 is Yes). This is the next priority. The participant may be excused if there is a child in the home and he is responsible for the care of the child.

i. If the individual states there are a child in the home, the

participant will be told how he can be excused after checking out. Unlike the other priorities, there are no due dates. Program staff will have to follow up on this case. How does staff know about this case? We create a good cause/deferral on this case with an initial follow up date. If the case is not closed by DCF before the follow-up date, the case manager/staff will get a reminder to do so when the date comes along.

o Staff should review the case if FLORIDA, if there is no

evidence of a child in the home, staff should mail the participant an appointment at this time to review the case together and possibly assign an activity.






Below is a screen shot of the Participation screen for an individual that did not report a health issue but reported that he is caring for a child in the home.

c. The participant reports that he is caring for a disabled person (Participation Question #5 is Yes).

i. If the individual states he is caring for a disabled person, the

participant will be told how he can be excused after checking out. The participant will be provided with steps to take, documents to turn in and due dates. On the My Status screen after check out, the participant is asked to turn in a note from the disabled person’s doctor.




o At check out, we create a deferral on the case. However, we also create an activity, Documentation Submission (code 596) on the Skill Development screen. If a doctor’s note is not turned in by the Anticipated End Date, the participant’s case will move into conciliation via the automated process.





Below is a screen shot of the Participation screen for an individual that did not report a health issue or caring for a child in the home, but he did report that he is caring for a disabled individual.




d. The participant reports that she is pregnant (Participation Question

#6 is Yes).

i. If the individual states she is pregnant, the participant will be told how she can be excused after checking out. The participant will be provided with steps to take, documents to turn in and due dates. On the My Status screen after check out, the participant is asked to turn in a note from her doctor.


we also create an activity, Documentation Submission (code 596) on the Skill Development screen. If a doctor’s note is not turned in by the Anticipated End Date, the participant’s case will move into conciliation via the automated process.


become excused and what documents are due to show she has signed up to start an activity.



Below is a screen shot of the Participation screen for an individual that did not report a health issue, caring for a child in the home, or caring for a disabled individual but she did report pregnancy. For the rest of the document, we have only provided the first two sections of the Participation Screen, Section 3 remains constant.




e. The participant reports that there is someone in the household that prevents him from participating (Participation Question #7 is Yes).

i. If the individual states that there is someone in the household that

prevents him from working, going to school or doing other activities, we do not want to place him at risk. Therefore, we invite the participant to engage in activities on the Participation screen. However, we ask the participant to report good cause to the program staff if anything prevents him from participating. OSST does not create a Documentation Submission (596) activity that could lead to conciliation if not resolved. Only a good cause/deferral is created with an Initial Follow-Up Date to remind staff to attempt to engage the participant within 30 days after the completion of the initial engagement process.

Below is a screen shot of the Participation screen for an individual that did not report a health issue, caring for a child in the home, caring for a disabled individual or pregnancy, but did report that someone was preventing him from participating in the program. Note, we do not use the term “domestic violence” on this screen. This is for the participant’s safety and confidentiality.




f. The participant reports that he has applied for benefits via the Social Security Agency (Participation Question #2 is Yes).

i. If the individual states he has applied for social security benefits

and cannot participate in activities or work, the participant will be told how he can be excused after checking out. The participant will be provided with steps to take, documents to turn in and due dates. On the My Status screen after check out, the participant is asked to turn in a note from the Social Security Administration to document that the application or appeal has been filed.


we also create an activity, Documentation Submission (code 596) on the Skill Development screen. If proof of the social security benefits application or appeal is not turned in by the Anticipated End Date, the participant’s case will move into conciliation via the automated process.




we also create an activity, Documentation Submission (code 596) on the Skill Development screen. If proof of the social security benefits application/appeal or the documents to show the participant is signed up for an activity is not turned in by the Anticipated End Date, the participant’s case will move into conciliation via the automated process.




Below is a screen shot of the Participation screen for an individual that did not report a health issue, caring for a child in the home, caring for a disabled individual, pregnancy, or domestic violence but he did report that he had applied for social security benefits.

g. The participant reports that he is receiving Unemployment Compensation benefits (Participation Question #3 is Yes).

i. If the individual states he is receiving Unemployment

Compensation benefits, the participant will be told how he can be excused after checking out. The participant will be provided with steps to take, documents to turn in and due dates. On the My Status screen after check out, the participant is asked to turn in proof that he is getting Unemployment Compensation benefits.


we also create an activity, Documentation Submission (code 596) on the Skill Development screen. If proof of Unemployment Compensation benefits is not turned in by the Anticipated End Date, the participant’s case will move into conciliation via the automated process.






o At check out, we create a deferral on the case. However, we also create an activity, Documentation Submission (code 596) on the Skill Development screen. If proof of Unemployment Compensation benefits or documents to show the participant is signed up for an activity is not turned in by the Anticipated End Date, the participant’s case will move into conciliation via the automated process.

Below is a screen shot of the Participation screen for an individual that did not report a health issue, caring for a child in the home, caring for a disabled individual, pregnancy, domestic violence or that he applied for social security benefits. However, he did report that he is receiving Unemployment Compensation.

h. The participant reports that he is attending a treatment program other than Alcoholics Anonymous (AA) or Narcotics Anonymous (NA) on a regular basis (Participation Question #8 is Yes).

i. If the individual states he is attending a treatment program on a

regular basis, the participant will be told how he can be excused after checking out. The participant will be provided with steps to take, documents to turn in and due dates. On the My Status screen after check out, the participant is asked to turn in proof that he is attending a treatment program on a regular basis.




o At check out, we create a deferral on the case. However, we also create an activity, Documentation Submission (code 596) on the Skill Development screen. If proof attendance in a treatment program is not turned in by the Anticipated End Date, the participant’s case will move into conciliation via the automated process.




we also create an activity, Documentation Submission (code 596) on the Skill Development screen. If proof of attendance in a treatment program or the documents to show the participant is signed up for an activity is not turned in by the Anticipated End Date, the participant’s case will move into conciliation via the automated process.

Below is a screen shot of the Participation screen for an individual that did not report a health issue, caring for a child in the home, caring for a disabled individual, pregnancy, domestic violence, that he applied for social security benefits or that he is receiving Unemployment Compensation. However, he did report that he is participating in a treatment program other than AA or NA.




3.6.2.2 Other answers provided by the program participant may excuse the participant from the program, but these answers are related to activities, such as employment and school.

Therefore, we attempt to get information about the program participant’s engagement because those hours may be used as a part of the program. For each of these scenarios, the system creates a Documentation Submission activity (596) with an Actual Start Date and an Anticipated End Date. The participant is given 15 days from the Actual Start Date to turn in the required documentation to FSET program staff. If the participant turns in the documentation before the Anticipated End Date expires, the staff should close the Documentation Submission Activity with an Actual End Date and an Outcome of Completed. This stops the automated process. Based on local operating procedures, staff should review the documentation and reach out to continue engagement with the participant. The activity the participant is actually engaged in (employment, school, etc.) should be entered on the Skill Development screen.

a. The participant reports that he is employed at least 30 hours a week or

making at least 30 x federal minimum wage (Job Question 4 is Yes and Job Question 4c is Yes). The participant could be excused from the program. So, we ask the participant to bring in proof if his employment. On the Participation screen, the participant does not have to select an activity. The participant will be provided with steps to take, documents to turn in and due dates after he checks out and goes to the My Status screen.




FAQ 9 Why do we ask for information about the participant’s employment if DCF can just excuse them?

a. To support the request for the individual to report his employment to DCF immediately. In fact, when he checks out and is taken to the My Status screen to receive his next steps, we give him a due date to call DCF and the phone number to call.

b. If the participant provides documentation that he is working but not working at least 30 hours a week or making 30 x the federal minimum wage, the RWB can use his employment hours as a part of his activity.

i. Documentation Submission activity (596) is created with an Actual Start Date and an Anticipated End Date. If the participant turns in the documentation required in the case notes, the participant has complied with his next steps. The appropriate activity, employment, should be entered on the Skill Development screen.

o If the participant is not working at least 30 hours, that is

not a problem. Review the information and reach out to the participant. If the individual is not working at least 20 hours a week or an average of 80 hours a month, we may need to engage the participant in another activity along with the job.

o If the participant is working at least 20 hours a week or

an average of 80 hours a month, the hours in the job can meet the participation requirements. The participant, however, may need help finding a full-time job so he will not need benefits, such as food stamps. You can engage the participant up to 120 hours in the month. Employment can be a combined part of the activity.

b. The next scenario is where the participant is not working but he is going to school at least “half-time” (participant answers “Yes” to Education Question 3 and 3c indicating he is in school at least “half-time”). This may excuse the participant from having to attend activities; however, we do not know how many hours he is in school until we get back proof of his hours, information about the program, etc. On the Participation screen, the participant does not have to select an activity. The participant will be provided with steps to take, documents to turn in and due dates after he checks out and goes to the My Status screen.




i. Documentation Submission activity (596) is created with an Actual Start Date and an Anticipated End Date. If the participant turns in the documentation required in the case notes, the participant has complied with his next steps. The appropriate activity, should be entered on the Skill Development screen.

o If the participant is not in school at least “half-time,” that

is not a problem. Review the information and reach out to the participant. If the individual is not in school at least 20 hours a week or an average of 80 hours a month, we may need to engage the participant in another activity along with his training.

o If the participant is in school at least 20 hours a week or

an average of 80 hours a month, the hours the participant is in school can meet the participation requirements.

3.6.2.3 Other answers provided by the program participant will not excuse the participant (exempted by DCF), but will provide us information about activities the participant is already engaged in that may count towards his hours of participation.

Therefore, we attempt to get information about the program participant’s engagement because those hours may be used as a part of the program. For each of these scenarios, the system creates a Documentation Submission activity (596) with an Actual Start Date and an Anticipated End Date. The participant is given 15 days from the Actual Start Date to turn in the required documentation to FSET program staff. If the participant turns in the documentation before the Anticipated End Date expires, the staff should close the Documentation Submission Activity with an Actual End Date and an Outcome of Completed. This stops the automated process. Based on local operating procedures, staff should review the documentation and reach out to continue engagement with the participant. The activity the participant is actually




engaged in (employment, school, etc.) should be entered on the Skill Development screen.

a. The participant indicates he is already volunteering at a not-for-profit agency in the community. The information about the volunteer site and hours is on the Plan Development screen.

i. Go to the Plan Development screen.


ii. Click on the applicable date hyperlink under the Auto Assessment and Participation section of the screen.



iii. The information about the volunteer experience the participant is already involved in the Volunteer Questions section.

According to this information, the participant is volunteering at United Way for seven hours a week. Now, the participant needs to turn in documentation.

iv. After the participant completes the assessment and selects to

go to the Participation screen, the participant who is not working, not going to school and is volunteering will see this screen.

v. When the participant clicks the “Check Out” button on the bottom of the Participation screen. The participant will get his next steps, including what documents to turn in before the due date.




b. The participant stated in the assessment that he is not going to school or volunteering; however, the participant is working less than 30 hours a week. We may be able to use employment hours as a part of his program participation. The participant is not required to select an activity on the Participation screen. Once the participant clicks the Check Out button on the bottom of the Participation screen, the participant will be directed to turn in proof of employment and hours he works each week to the FSET program staff.

c. The participant stated in the assessment that he working (less than 30

hours a week) and going to school. We may be able to use both the education and employment hours as a part of his program participation. The participant is not required to select an activity on the Participation screen. Once the participant clicks the Check Out button on the bottom of the Participation screen, the participant will be directed to turn in proof of employment and hours he is in school each week to the FSET program staff.

d. The participant stated in the assessment that he is not going to school

or volunteering; however, the participant is working less than 30 hours a week. We may be able to use employment hours as a part of his program participation. The participant is not required to select an activity on the Participation screen. Once the participant clicks the Check Out button on the bottom of the Participation screen, the participant will be directed to turn in proof of employment and hours he works each week to the FSET program staff.

e. The participant stated in the assessment that he is not working, or

volunteering; however, the participant is going to school. The participant also stated that he is not in school “half-time.” The participant is already in school, and we may be able to use the hours in school as a part of his program participation. The participant is not required to select an activity on the Participation screen. Once the participant clicks the Check Out button on the bottom of the Participation screen, the participant will be directed to turn in proof of education hours to the FSET program staff.

f. The participant stated in the assessment that he is not working, but he

is in school less than half-time and volunteering at a not-for-profit agency. We may be able to use the hours in school and at the volunteer site as a part of his program participation. The participant is not required to select an activity on the Participation screen. Once the participant clicks the Check Out button on the bottom of the Participation screen, the participant will be directed to turn in proof of education and volunteer hours to the FSET program staff.




g. The participant stated in the assessment that he is working less than 30 hours a week and volunteering at a not-for-profit agency. We may be able to use the hours he is working and volunteering as a part of his program participation. The participant is not required to select an activity on the Participation screen. Once the participant clicks the Check Out button on the bottom of the Participation screen, the participant will be directed to turn in proof of his work and volunteer hours to the FSET program staff.

3.6.3 The participant is required to select an activity.

During the assessment, the participant may not have a reason to be excused (cannot work due to a medical issue, caring for a child, caring for a disabled family member, pregnant, a victim of domestic violence, applicant of social security benefits, receiving Unemployment Compensation, or participating in a treatment program). The participant may not have indicated that he is in school, working or volunteering at a not-for-profit entity. In this situation, the participant must select an activity on the Participation screen. An example of the Participation screen is below.




If the participant does not select an activity, the participant is given a message to select an activity.

After the participant has selected an activity, the participant is guided to the My Status screen to learn about his next steps and deadlines.

3.6.4 The Food Stamp Reimbursement (FSR) section of the Participation screen

Section 3 provides the participant the opportunity to be reimbursed for any costs that may have been incurred while completing the initial engagement process. If the participant had to travel to find a computer with Internet access to

• Acknowledge his rights and responsibilities; • Answer the assessment questions; • Select an activity if appropriate; and • Get his next steps and deadlines

the participant may be eligible for a FSR. In Section 3 of the Participation screen, the participant is asked a series of questions to determine if the participant is eligible or if an FSR is appropriate.

Question a: Did you have to travel to complete this process on the computer? For example, did you have to take a bus, catch a ride or drive to the library or One-Stop Career Center to log onto the computer? Yes or No If the participant answers “Yes” to question 1 under Section 3, the participant is required to answer two additional questions. If the individual answers “No” to question 1, the participant is not eligible for an FSR and can “Check Out” immediately. Question b: How much did it cost you to travel to complete this process? The participant can select one of two options, “Between $1.00 and $10.00” or “More than $10.00”. Question c: The participant must indicate where he logged onto the system to complete the initial engagement process: “You stated that you had to travel to complete this process. Please tell us where you went to




log on the computer, review the orientation information, answer the assessment questions and get your next steps. You can check more than one answer if you had to log on more than one time to complete the process.” There are a variety of options. If the user only selects, “I did this at home” as the only answer, the individual is actually given an error message. This is because the answer conflicts with the need for a FSR. The error message is documented below:

The individual must demonstrate that he had to travel to be eligible for an FSR.

Confirmation: after answering the three questions, the participant must agree to specific requirements to receive the FSR; otherwise the support service will not be approved.

Once selecting he understands and agrees with the three statements, the participant can successfully click the “Check Out” button on the bottom of the screen.




3.7 Check Out – Next Steps

After successfully clicking the Check Out button on the bottom of the Participation screen, the participant is taken to the My Status screen.

1. The Notification Activity (code 599) is closed by the system with an Actual End Date and an Outcome of Completed.

2. A case note is created to document the directions the participant. 3. A deferral/good cause on the Alternative Plan screen if the individual

indicates he should be excused in the assessments, 4. And/or a Documentation Submission activity is entered on the

system with a deadline to comply.

The participant is directed to turn in documents to the FSET program staff. The program staff can determine what is required by reviewing the case notes. For example, this participant was asked to call DCF and report the issue. The participant was also asked to turn in documentation to support his statement.




Below, you can see the directions the participant was given on the My Status screen.

If the program turns in the documentation required by the OSST system, staff must end the Documentation Submission activity on the Skill Development screen. Click on the Documentation Submission activity hyperlink.




Enter an Actual End Date and an Outcome of Completed. Click the Save button so the system retains your changes.

FAQ 9 The participant turned in her paperwork. What is next? First, you must end the Documentation Submission activity. The participant complied with what she was asked to do, and she should not be penalized. The next steps are based on

• The activity selected or the good cause reason the participant cannot participate;

• The RWB’s local operating procedures.

1. If the participant turns in documentation to support a reason he should be exempt, the DCF should be notified according to local operating procedures that the individual meets an exemption.

2. If the individual turns in documentation that he has signed up for an activity, the participant needs to be told the number of hours that must be completed. This should be provided in writing. The participant must also be given time sheets and deadlines to turn in those time sheets.

3. If the individual turns in documentation that he is already working, in school or volunteering, review the information and determine if the participant is already engaged in enough hours. If additional hours are required, reach out to the participant to discuss his next steps in documenting the hours already being completed and the need for additional hours in an activity.



using the client screens

Documents