10-020-B. GOOD CAUSE FOR NOT PARTICIPATING

 

Table of Contents

 

 

 

 

 

 

 

 

 

 

 

 

 

Sections

Topic

10-020.B.1

Background

10-020.B.2

Good Cause  Determination

10-020.B.3

Good Cause Criteria

10-020.B.4

Additional Good Cause Criteria

10-020.B.5

Temporary Good Cause

10-020.B.6

Supportive Services

10-020.B.7

Good Cause Case Comments Requirements

10-020.B.8

Examples of Good Cause Determination and Case Comments

10-020.B.9

Excused Absences

10-020.B.10

Allowable Good Cause Hours and AMPR

10-020.B.11

Documenting Good Cause hours

 

10-020.B.1 Background
 
 
 
 
 
 
 
 
 
 
 
 
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A participant may be excused from WTW participation by the Employment Case Manager (ECM) for Good Cause on a case-by-case basis when the ECM determines that there is a condition or other circumstance that temporarily prevents or significantly impairs the participant’s ability to be regularly employed or participate in Welfare to Work (WTW) activities. 

 

Good Cause is intended to address the reason(s) for non-compliance and resolve barriers preventing the participant to be successful in their activities and become self-sufficient

 

For this reason, Good Cause should not be used excessively, or be used for participants that continually fail to meet requirements. In this case, participants may need to be scheduled for Reassessment or referred to different or additional activity(ies).

 

See CPG 10-020.B.2. and CPG 10-025.C. for Good Cause determination.

 

10-020.B.2 Good Cause  Determination
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
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The following actions must be completed by the ECM to determine if Good Cause exists:

 

Step

Action

1

Explain the WTW participation requirements, noncompliance/sanction process and Good Cause determination to the participant.

2

Identify why the participant did not comply with program participation requirements.

3

Refer to the Good Cause criteria below to determine if the participation problem was due to one of the examples.

4

Request and verify documentation and/or verification of Good Cause from the participant.

 

Determine if the participant has a current Good Cause condition or circumstance.

 

If Good Cause....

Then the ECM....

Is not determined

Initiates the noncompliance process as described in CalWORKs Program Guide Section 10-025.

Is determined

Does not initiate the non-compliance process and continues to assist the participant in meeting the WTW participation requirements.

 

5

Determine if the participant has an ongoing participation problem or repeatedly has issues/barriers that prevents participation and evaluate if:

·         He/she should be medically exempt;

·         He/she should be referred to Mental Health, Substance Abuse, Domestic Abuse, or a Learning Disability Evaluation;

·         He/she should be scheduled to additional activities;

·         The noncompliance process should be initiated.

6

Complete Case Comment in CalWIN per 10-020.B.8  of Good Cause determination made by the ECM.

 

 

10-020.B.3 Good Cause  Criteria
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
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The following is a list of criteria that MAY be considered, but are not limited to, when determining Good Cause:

 

Good Cause Criteria

1

Recognized holiday where an employer, educational institution or childcare provider is closed for business

2

Temporary illness (evaluate for exemption if illness lasts for more than 30 days)

3

Temporary illness of child or family member (evaluated for exemption if illness lasts for more than 30 days)

4

Breakdown of transportation arrangements

5

Lack of appropriate child care

6

Lack of child care for a child in Foster Care

7

Lack of appropriate child care for a child with special needs

8

Breakdown in child care arrangement

9

Lack of necessary supportive services

10

Lack of access to shelter, counseling, or other services

Homelessness

11

Death in the family

12

Severe family crisis

13

Child Protective Services or Child Welfare Services issues

14

Physical access barriers for the disabled

15

Earthquake or severe weather condition prevented travel/attendance

16

Learning disabilities that are a factor in the failure to participate

17

Legal difficulties

18

Court appearances

19

Temporary incarceration

20

Remoteness from Welfare to Work activities

21

Language barriers

22

Discrimination based on age, sex, race, religion, national origin, sexual orientation, or physical or mental disability

23

Violation of union membership

 

ECMs may request documentation/verification from the participant for any Good Cause situations. 

 

Important: Documentation/verification of any Good Cause reason is required if the situation lasts for more than 3 consecutive days (i.e., note from the  doctor  or form CW61), official notification to appear in court, etc.).

 

10-020.B.4 Additional Good Cause Criteria
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
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In addition to the Good Cause criteria listed above, the ECM may consider the following Mental Health, Substance Abuse and Domestic Violence indicators when determining Good Cause and make referral(s) to appropriate services as needed:

 

Good Cause Indicators

Substance

 Abuse

·         Recurring health issues;

·         Failing an employer drug test; History of family/child substance abuse;

·         Irregular sobriety;

·         Taking multiple prescription medications

Mental

Health

·         Chronic homelessness;

·         Irregular or sporadic work history;

·         Chronic family or relationship problems;

·         Anxiety;

·         Severe depression

Domestic Violence

·         Current or past violence or harassment (sexual, physical, or emotional);

·         Fear of abuse or abuser;

·         Sabotage from abuser when the victim attempts to become independent;

·         Abuser interferes with work or WTW activity;

·         Concern for children’s safety;

·         Lack of appropriate services;

·         Physical/Mental health/Substance abuse issues;

·         Severe depression and/or anxiety;

·         Issues related to living in temporary housing or a sheltered environment;

·         Legal problems such as restraining orders, divorce, court appearances, etc.;

·         Victim of a stalker;

·         Homelessness;

·         Lack of support system (isolation);

·         Stockholm Syndrome (bonding with the captor);

·         Economic control (abuser hides or controls money, checkbooks, savings, etc.);

·         Shows low self-esteem;

·         Marital and/or family problems;

·         Alcohol/Drug related issues.

Family Emergency

·         Homelessness

·         Be at risk to become homeless

·         Housing/utility/transportation emergencies

·         Mental Health, Substance Abuse, Domestic Violewnce issues affecting the participant and his/her family members living in the home

·         See CPG 10-015.D for an overview of the Family Stabilization program and definitions of qualifying family emergencies

 

 The ECM will document in Case Comments:

·         Participant’s circumstances which are impairing participation

·         Verification/documentation provided by participant or third party

·         Result of Good Cause determination

·         Service referrals

·         Action taken to reassess the situation and modify participant’s WTW/RES plan, if applicable

 

10-020.B.5
Temporary Good Cause
 
 
 
 
 
 
 
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To verify a disability, medical verification is needed from a U.S. licensed doctor that states that, for 30 days or less, the participant: 

·         Is physically, mentally, or emotionally unable to participate in  activities for the required weekly hours; or

·         Is needed in the home for a specified length of time to take care of an incapacitated family member

 

If at the end of the 30 days the restriction on participation is extended beyond the original 30 days, the participant is required to provide a w medical verification form CW 61. See CPG 10-020.A.6.

 

If applicable, the ECM will refer the participant to the HSS for an exemption determination. 

 

10-020.B.6
Supportive
Services
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
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Even though lack of necessary supportive services may be Good Cause for a participant’s failure to fulfill his/her participation requirement, there may be instances in which the lack of such services is self-imposed by the participant, and therefore may not be considered as Good Cause.

 

Examples:

 

If ...

And…

Then ...

The participant failed to attend the interview or complete the necessary paperwork to establish the provider payment as required by the Child Care Section

Consequently, the provider refuses to continue to provide care when the participant is required to participate in assigned activities

Good Cause is not  granted because the lack of supportive services is solely caused by the participant.

The ECM will document in the case record the reason for denying good cause

A participant had been issued a supportive service advance payment and failed to submit a receipt of proof of costs incurred to the ECM as requested

As a result, his/her subsequent request for an advance payment of supportive services is denied

 

10.020. B.7
Good Cause Case Comments Requirements

 

 

 

 

 

 

 

 

 

 

 

Top

 

 

Upon determination of Good Cause, the ECM must enter Case Comments in CalWIN which may include, but are not limited to:

 

Good Cause Case Comments

1

Good Cause reason (illness, childcare, etc.)

2

Date situation occurred

3

Verification/documentation provided by participant or obtained by the ECM

4

Good Cause determination made by the ECM ( approval/denial)

5

Number of Good Cause hours allowed in the month

6

Good Cause  impact on the WTW 24-Month Time Clock

7

Case action taken based on Good Cause determination:

Requesting an exemption; or

Modifying WTW plan;

Referring to barrier removal services; or

Initiating NONC process

 

10-020.B.8
Examples of Good Cause Determination and Case Comments

Example #1

 

A participant did not attend a scheduled Orientation appointment due to childcare issues. 

 

The ECM determined the client has Good Cause and can be excused for not attending the scheduled Orientation appointment. The Orientation appointment can be rescheduled due to the ECM’s Good Cause determination

 

Upon determination of Good Cause, the ECM must enter Case Comments to include:

·         Good Cause reason (childcare issues)

·         Good Cause determination made by ECM (approval);

·         The date the Good Cause situation occurred;

·         Number of Good Cause Hours (2 hours); and

·         Report Month

 

Case Comment Example:  Client failed to attend Orientation on 7/15 due to no available child care; Good Cause determined; Client rescheduled to attend Orientation on 7/24

 

Example #2

 

A participant did not attend a scheduled Orientation appointment because he/she overslept.  The ECM determined the client does not have Good Cause for not attending the scheduled Orientation appointment. 

 

The Noncompliance process may be initiated and the Orientation appointment can be rescheduled as the non-compliance determination appointment.

 

Upon determination of no Good Cause, the ECM must enter Case Comments to include:

·         No Good Cause reason (overslept);

·         The date the situation occurred;

·         No Good Cause determination made by ECM (denial);

·         Case action taken for no Good Cause determination (initiation of Non-compliance process)

 

Case Comment Example:  Client failed to attend Orientation on 7/15/XX due over sleeping; Good Cause not determined; Initiation of noncompliance completed; Noncompliance appointment scheduled 7/24/XX.

 

Example #3

 

A participant did not attend her Vocational Education Activity (VTR) for 1 week (06/09/XX – 06/13/XX) due to the institution’s Semester Break. 

 

The ECM determined the client has Good Cause for not attending VTR, based on the allowed 10 State Holidays and 10 Excused Absences, and documents Good Cause hours in CalWIN.  

 

Upon determination of Good Cause, the ECM must enter Case Comments to include:

·         Good Cause reason (Semester Break.);

·         Good Cause determination made by ECM (approval);

·         The date the Good Cause situation occurred;

·         Number of Good Cause Hours (16 hours); and

·         Report Month

 

Case Comment Example:  Client did not attend VTR from 06/09/XX – 06/13/XX due to Semester Break; Good Cause determined; 16 hours of Good Cause entered for the report month of June 20XX.

 

Example #4

 

A participant did not attend her Vocational Education Activity (VTR) for 2 weeks (06/09/XX – 06/20/XX) due to the institution’s Semester Break.  The ECM determined the client has Good Cause for not attending VTR, based on the allowed 10 State Holidays and 10 Excused Absences, and documents Good Cause hours in CalWIN.  

 

Upon determination of Good Cause, the ECM must enter Case Comments to include:

·         Good Cause reason (Semester Break.);

·         Good Cause determination made by ECM (approval);

·         The date the Good Cause situation occurred;

·         Number of Good Cause Hours (16 hours);

·         Report Month

 

Case Comment Example:  Client did not attend VTR from 06/09/XX – 06/20/XX due to Semester Break; Good Cause determined; 16 hours of Good Cause entered for the report month of June 20

 

Note:  Although the client was unable to participate for 2 weeks due to a Semester Break, 16 hours are the maximum number of good cause hours allowed per calendar month.

 

Example #5

 

 A participant did not attend her Part Time Employment Activity (PTE) for 2 days (06/09/XX, 6/10/XX) due to child’s illness. Client’s PTE activity is scheduled 5 hours per day. The ECM determined the client has Good Cause for not attending PTE, based on the allowed 10 State Holidays and 10 Excused Absences, and documents Good Cause hours in CalWIN.

 

Upon determination of Good Cause, the ECM must enter Case Comments to include:

·         Good Cause reason (child illness);

·         Good Cause determination made by ECM (approval);

·         The date(s) the Good Cause situation occurred;

·         Number of Good Cause Hours, to correspond with the scheduled activity (10 hours);

·         Report Month.

 

Case Comment Example:  Client did not attend PTE on 06/09/XX and 06/10/XX due to child’s illness; Good Cause determined; 10 hours of Good Cause entered for the report month of June 20XX; 10 hours determined based on activity schedule, client scheduled to work 5 hours on the days the child was ill

 

Note: Good Cause hours entered cannot exceed the number of scheduled hours in an activity.   In this example, 8 hours of Good Cause per day (16 total hours) would not be valid.

 

10-020.B.9
Excused Absence
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
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Excused absences mean specific circumstances when hours in unpaid work activities may be counted as actual hours even though the participant was not able to participate.

 

In order to count an excused absence as actual countable hours of participation, the individual must have been scheduled to participate in a countable work activity for the period of the absence that is reported as participation.

 

Based on the federal Work Participation Rate (WPR) requirements, all WTW participants who are assigned to un-paid activites are allowed excused absences, which may include:

·         Ten state holidays

·         80 hours of additional excused absences, no more than 16 hours per month,  during the preceding 12 month period.

 

Summary

 

Ten State Holidays

Additional Excused Absences*

New Year’s Day

Semester breaks

Martin Luther King, Jr. Day

Planned work shutdowns

President’s Day (Washington’s Birthday)

School appointments

Memorial Day

Medical appointments for self or dependants

Independence Day

Caseworker appointments

Labor Day

Child care breakdown

Veterans Day

Own illness or Child illness

Thanksgiving

Family problems including domestic abuse issues

Day after Thanksgiving

Housing issues

Christmas Day

Transportation breakdown

 * See CPG 10-020.B.3 section for the remaining Good Cause criteria.

 

In the circumstance where an employed  participant (FTE/PTE) is paid for the hours of an absence from that activity (such as a paid holiday or paid vacation), the actual paid hours are countable as participation.

 

These paid absences are in addition to the 16 hours excused absences allowed monthly (maximum of 80 hours per year).

 

Documentation and verification of all excused absences must be maintained in the case file.

 

See CPG 10-003.B and CPG 11-001.B for Good Cause impact on the participant’s WTW 24 Month Time Clock.

 

Example #1

 

A participant, who is scheduled to work 8 hours a day, 5 days a week, is paid in July for Independence Day and for 4 days of paid vacation.  In the same month, the participant is absent due to illness for 2 days (16 hours).

 

Due to the fact that the participant is assigned to a paid activity, the ECM considers State holiday and paid vacation hours as regular participation hours and allows for July 16 hours of Good Cause due to illness.

 

Example #2

 

A participant is assigned to Vocational Training (VTR) 8 hours a day, 5 days a week. In July the participant is absent for a total of 40 hours (5 days) due to illness.

 

Due to the fact that the participant is assigned to an unpaid activity, the ECM allows a total of 24 excused hours for July (8 hours for a State holiday and additional 16 hours of Good Cause due to illness).

 

Note:  Due to meeting Good Cause criteria (illness), the participant is considered in compliance with WTW requirements, although the remaining 24 hours are not counted in CalWIN as “excused hours”.

 

10-020.B.10
Allowable Good Cause Hours and AMPR
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
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The following requirements are to be followed when entering Good Cause hours into CalWIN for AMPR reporting purposes:

 

Good Cause and AMPR

1

Documentation and verification of Good Cause must be maintained in the case file and narrated in CalWIN Case Comments

2

A maximum of 16 hours of Good Cause for an excused absence is allowed per calendar month, not to exceed a total of 80 hours in the 12 preceding months

3

·         If excused absence exceeds 16 hours in the month, or the total 80 hours in the 12 preceding months is reached, no Good Cause hours can be allowed for AMPR purposes

·         ECM may still consider the participant in compliance, if absence reason meets any of the Good Cause criteria listed in CPG 10-020.B.3 and CPG 10-020.B.4.

4

The number of Good Cause hours must correspond with the participant’s activity schedule and/or WTW Plan

5

The participant must be in a current WTW activity to document Good Cause hours

6

WTW activities cannot be added in CalWIN to accommodate Good Cause hours

 

 

10-020.B.11
Documenting Good Cause hours
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
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To document the number of Good Cause hours, the ECMwill:

 

Step

Action

1

Determine the number of Good Cause hours based on allowable 10 State Holidays and criteria for additional hours of Excused Absence. See CPG 10-020.B.3 and CPG 10-020.B.410-020.B.9

2

·         Document the number of Good Cause hours in a current WTW activity on the Attendance Tab in the Maintain Participant Activity window to track excused and unexcused hours each month.

·         ECM will use this information and case comment entries to determine if participant has reached the total of 80 hours of excused absences in the preceding 12-month period

 

Note: Good Cause hours can only be entered in WTW activity(ies) the participant is currently participating in.

 

WTW activities cannot be added in CalWIN to accommodate Good Cause hours

3

Enter Case Comments per CPG 10-020.B.7.

 

 

Example # 1:

A participant fails to participate in Job Club for 1-day due to a child’s illness.

 

The ECM determines the participant has Good Cause and documents 8 hours of Good Cause in CalWIN.

 

Example # 2:

A participant is required to participate for 30 hours weekly (5 hours of employment and 10 hours of ESL classes, 4 days a week). He/she does not work for 1 week due to ilness. 

 

Although he/she has good cause for not working the scheduled 30 hours, only 16 good cause hours may be documented in CalWIN.

 

Example # 3:

Same scenario as in # 2, but the participant has already reached his/her total 80 hours of good cause in the preceding 12-month period.

 

No good cause hours can be documented in CalWIN, although the participant may be considered in compliance if the reason for missing work meets any of the good cause criteria listed in CPG 10-020.B.3 and CPG 10-020.B.4.