July 2, 2007

 

CalWORKs Program Guide

Special Notice

07-06

 

 

SUBJECT

WELFARE TO WORK REGISTRATION STATUS IN CALWIN

 

REFERENCE

N/A

 

EFFECTIVE DATE

Upon receipt

 

 

PURPOSE

The purpose of this Special Notice is to:

 

·         Inform Eligibility and Welfare to Work staff of proper registration status functions in CalWIN for the Welfare to Work program.

 

·         Provide instructions and “How To’s” with detailed steps to complete specific CalWIN entries for Welfare to Work registration.

 

·         Provide updates to the CalWORKs Program Guide Sections listed in this Special Notice to include CalWIN instructions.

 

BACKGROUND
  • The implementation of CalWIN has resulted in a change to many business processes for the County of San Diego.

 

  • Due to these changes, clarification on entering accurate registration status for the Welfare to Work program is required.

 

  • Welfare to Work Registration statuses are entered in the Employment Services subsystem of CalWIN.

 

 
WELFARE TO WORK REGISTRATION STATUS

 

 

Welfare to Work (WTW) Registration Status in the Employment Services subsystem:

 

If the WTW Registration Status is:

Then the Applicant/Recipient is:

Registered

An active participant to the WTW program

Exempt

(Mandatory Participation)

A non-active participant Exempt from participation in the WTW program

Registered

(Voluntary Participation)

An active participant, an Exempt Volunteer to the WTW program

Curing Sanction

An active participant to the WTW program, attempting to cure an active sanction

Closed

A non-active participant to the WTW program (no longer on aid)

Ineligible

A non-active, ineligible participant to the WTW program

 

Note: An Ineligible status needs to be verified, as described in this SN.

Non-Compliance

An active participant in non-compliance with the WTW program

Sanction

A non-active participant to the WTW program due to sanction

 

WELFARE TO WORK REGISTRATION STATUS ACTIONS

Entering the proper WTW registration status is an important function and must be completed in conjunction with the following case action(s):

 

  • Registering a new recipient to the WTW program;

 

  • Entering an ‘Exempt’ status in the ES subsystem for a medically disabled WTW participant;

 

  • Entering a volunteer exemption status on a medically disabled recipient who is volunteering to participate in the WTW program;

 

  • Ending an ‘Exempt’ status for a recipient who is no longer medically disabled;

 

  • Imposing a financial sanction for a recipient’s non-cooperation with the WTW program;

 

  • Lifting a recipient’s financial sanction for cooperating with the WTW program;

 

  • Running ES exemptions any time changes and/or updates are made to a case. 

 

 

 
WTW REFERRALS FOR ELIGIBILITY STAFF

 

When CalWORKs is granted and it is determined the recipient(s) is/are mandatory participant(s) to the WTW program, the recipient(s) must be referred to WTW.

 

The Human Services Specialist (HSS) is responsible for making an accurate WTW referral. The program regulations on WTW participation have not changed as a result of CalWIN implementation. 

 

The WTW referral process is completed in two steps: 

 

Step

Action

1

Running Employment Services Exemptions at Wrap-Up;

2

Assigning WTW case to appropriate WTW region.

 

Reference: How To #220 “WTW Referral Process for Eligibility Staff” and CalWORKs Program Guide (CPG) Section 10-005-B.

http://cosda428p/calwin/Portals/0/Repository/220%20WTW%20Referral%20Process%20for%20Eligibility%20Staff.doc

 

http://hhsa-pg.sdcounty.ca.gov/CalWORKS/10-005/Overview_Of_Eligibility/B_Overview_of_Eligibility_.htm

 

Note: Information entered on Display Employment Services Exemption Results window must be saved; otherwise the referral will not be complete.

 

WTW REFERRALS
FOR WTW STAFF

At the time the HSS refers a participant to WTW and assigns the case to the appropriate region, WTW staff is responsible for receiving the new WTW referral and scheduling the participant to a WTW Orientation appointment.

 

The program regulations on scheduling WTW Orientation have not changed as a result of CalWIN implementation. 

 

Receiving new WTW referral process is completed in two steps: 

 

Step

Action

1

Clearing Alerts on the Display Alert Summary window;

2

Scheduling newly referred participants to a WTW Orientation appointment.

 

Reference: How To #221 “WTW Referral Process for Employment Staff,” How To #214 Schedule WTW Orientation” and CPG Section 10-005-C.

http://cosda428p/calwin/Portals/0/Repository/221%20WTW%20Referral%20Process%20for%20Employment%20Staff.doc

 

http://cosda428p/calwin/Portals/0/Repository/214%20Schedule_WTW_Orientation.doc

 

http://hhsa-pg.sdcounty.ca.gov/CalWORKS/10-005/Summary_Of_Employment_Staff_Responsibility/C__Summary_of_Employment_Staff_Responsibility.htm

 

 

 

ADDITIONAL
HSS ACTIONS

CalWIN functionality does not guarantee case actions result in automatic WTW referrals and additional case actions are required. HSS staff is to ensure the proper WTW registration status is entered to reflect the participants’ WTW program eligibility.

 

The HSS is responsible for ensuring the appropriate WTW registration status is entered on the Maintain Employment Services Participation Window in the ES subsystem for the following circumstances: 

 

If….

Then….

How To #….

A ‘Closed’ WTW status was previously entered on case;

Manual entry of a ‘Registered’ WTW status is needed for re-referral. 

How To #220 to be completed for re-referrals to appropriate WTW site.

A recipient is serving a WTW sanction as reflected in Data Collection but the WTW registration status is ‘Ineligible’;

Manual entry of a ‘Sanction’ from ‘Ineligible’ needed for re-referral. 

 

Follow Ongoing WTW Sanction section in this SN.

How To #220 to be completed for re-referrals to appropriate WTW site.

Both parents are eligible to  the WTW program in a    2-parent household;

Ensure ‘Registered’ WTW status for both parents, as appropriate for WTW program(s).  

How To #220 to be completed for each parent to refer both to appropriate WTW site.

One parent is exempt on a       2-parent case;

Ensure ‘Registered’ WTW status is entered on the non-exempt parent, and assigned to appropriate region.

 

Ensure ‘Exempt’ WTW status is entered on the exempt parent.

How To #220 to be completed to refer nonexempt parent to appropriate WTW site.

 

How To #237 to be completed for the exempt parent.

Recipient is pregnant;

Manual entry of ‘Registered’ needed (unless CW61 received to state otherwise). 

 

How To #220 to be completed to refer recipient to appropriate WTW site.

Recipient recently gave birth to an infant;

Recipient only exempt 12 weeks after delivery.  Manual entry of ‘Registered’ needed (unless CW61 received to state otherwise).

How To #220 to be completed to refer recipient to appropriate WTW site.

Child on parent’s case is 16/17 years old and attending school;

Ensure ‘Exempt’ or ‘Ineligible’ WTW status for the child on the case.

 

Ensure school information is entered on the Collect Student Detail window.

Olum “Collect Student Detail” to be completed to update student information, as it impacts WTW registration.

 

Child on parent’s case is under 18 and not attending high school;

Ensure ‘Registered’ WTW status for the child on case. 

How To #220 to be completed to refer child to appropriate WTW site.

 

 

 

 

Data Collection Impacts on WTW REGIsTRATION
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

Data Collection information entered in CalWIN has a direct impact to the WTW registration status.  The following table identifies areas in Data Collection where these entries can be made to ensure proper WTW registration status.

Exemption Type 

Exemption Specifics

Window

Key Fields

Age

Less than 16 years of age

 

Or

 

Greater than 59 years of age

Collect Individual Demographics Detail

Date of Birth

Disability

Must meet all the following conditions:

 

Expected to last more than 29 calendar days

 

Disability type is temporary or permanent

 

Diagnosis entered and verified

Collect Disability/ Medical

Conditions Detail

 

Collect Diagnosis Detail

Disability Type

 

Begin Date and End Date

 

Diagnosis

Verification and Source

Student Status

Must meet all the following conditions:

 

Age is 16 or 17 years

 

School type must be “Trade School”, “High School”, or “Vocational”

 

Enrolled status must be full-time

 

NOTE:  If student is 18 years of age they must be expected to graduate before their 19th birthday.

Collect Individual Demographics Detail

 

Collect Student Detail

Date of Birth

 

School Information Tab

School Type

Expected Graduation Date (for 18 year old students)

 

Attendance Information Tab

Enrolled Status

Applied for or Receiving UIB

Individual must have applied for or be receiving UIB.

Collect Unearned Income Detail

Type – must be “UIB: regular payment gross”

Caregiver for an ill or incapacitated Household Member

Verification that the Individual is the caregiver of an ill or incapacitated household member must be received

Collect Employability Detail

Status field in the “Employability” group box

 

Caring for an ill or incapacitated Household Member [Y/N]

 

Verification

Source

 

Pregnancy

Individual pregnancy information must be entered.

 

NOTE:  Individual will be determined exempt from WTW participation when pregnancy information is entered.

 

End Date and Review Date of exemption will be set as the Expected Due Date from the Collect Pregnancy Details window.

Collect Pregnancy Details

Number of       Unborns

 

Expected Due Date

Caring for Child

Individual must be either the “Caretaker Relative”, “Responsible Relative”, or exerting “Parental Care and Control” of a child aged 6 months or less.

Collect Individual Demographics Detail

 

Collect Household Relationship Detail

 

 

Date of Birth

 

Household Relationship tab

“Relationship” group box

 

 

ENTERING AND ENDING WTW EXEMPTION STATUS

Upon the receipt of a CW61 medical form indicating:

 

  • A medical condition exempts a recipient from the WTW program; or

 

  • A medical condition no longer exempts a recipient from the WTW program.

 

HSS is responsible for making the exemption determination and updating the WTW registration status to reflect the recipient’s exemption status. 

 

Reference: How To #237 “Entering and Removing Exemption Status for CalWORKs Recipients” and CPG Section 10-020-A.

http://cosda428p/calwin/Portals/0/Repository/237%20Entering-Removing%20Exemption%20Status%20for%20CalWORKs%20Recipient.doc

 

http://hhsa-pg.sdcounty.ca.gov/CalWORKS/10-020/Exemption_from_Welfare-to-Work/A_WtoW_Exemption.htm

 

Note: When How To #237 is followed in its entirety, CalWIN will change the WTW registration status automatically when exemptions are run and the results are saved.

 

Note: An exempt participation status is to be ‘Mandatory’ although the participant is exempt from the WTW program.

 

Note: Exemption status can be manually entered on the Maintain Employment Services Participation window. However, if the Display Disability/Medical Condition Summary window is not complete, CalWIN will override manual medical exemption status entries.

 

 


 
WTW EXEMPT VOLUNTEERS
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

 

 

 

 

Upon the receipt of a CW61 medical form indicating:

 

  • A medical condition exempts a recipient  from WTW participation; and

 

  • The medical practitioner has determined the recipient may participate in WTW program on volunteer basis; then

 

It is the HSS responsibility to make the exemption determination and update the WTW registration status to reflect recipient’s exemption status. 

 

Reference: How To #237 “Entering and Removing Exemption Status for CalWORKs Recipients and CPG Section 10-020-A.  

http://cosda428p/calwin/Portals/0/Repository/237%20Entering-Removing%20Exemption%20Status%20for%20CalWORKs%20Recipient.doc

 

http://hhsa-pg.sdcounty.ca.gov/CalWORKS/10-020/Exemption_from_Welfare-to-Work/A_WtoW_Exemption.htm

 

Note: When How To #237 is followed in its entirety, CalWIN will change the WTW registration status automatically.

 

Once the Display Disability/Medical Condition Summary window is complete and the WTW registration status is ‘Exempt,’ complete the following:

 

Step

Action

1

Click Add on the Maintain Employment Services Participation window.

2

Select ‘Registered’ in the Program field.

3

Enter the Begin Date of the Volunteer status (dates must be contiguous).

4

Select ‘Voluntary’ for Participation field.

5

Ensure the End Date field is blank.

6

Ensure the fields read:

 

 

7

Click Save on toolbar.

8

Ensure the Maintain Employment Services Participation window reads:

 

 

 

 

For the above example, the client was a mandatory WTW participant from 12/06/05 through 7/17/06, exempt as of 07/18/06; and a volunteer to WTW as of 07/19/06. 

 

It is important to know that a recipient must be ‘Registered’ to be active to WTW.   What distinguishes an exempt volunteer is two open-ended registration statuses:

 

·         Exempt, Mandatory registration status – no end date

 

·         Registered, Voluntary registration status – no end date

 

Both registration statuses are to remain active until the recipient’s exemption status changes.

 

 

Additional Circumstances:

In the event the recipient is no longer a volunteer in the WTW program, but the exemption status is active:

 

Step

Action

1

Enter an end date on the ‘Registered’, ‘Voluntary’ registration status record.

2

Leave the ‘Exempt’, ‘Mandatory’ registration status active (with original dates).

3

Ensure the Maintain Employment Services Participation window reads:

 

 

 

 

 

In the event client is no longer medically disabled and is now a required participant in WTW:

 

Step

Action

1

Enter an end date on the ‘Registered’, ‘Voluntary’ registration status record.

2

Follow instructions detailed in How To #237 – “Entering and Removing Exemption Status for CalWORKs Recipients”.

http://cosda428p/calwin/Portals/0/Repository/237%20Entering-Removing%20Exemption%20Status%20for%20CalWORKs%20Recipient.doc

 

Note: A Case Comment is required for all actions taken on a case.

 

 

 
WTW
NONCOMPLIANCE AND SANCTION PROCEDURES

 

 

ECMs are to complete the following actions for WTW non-compliance and sanction procedures:

 

Step

Action

1

Enter a Case Comment for every action taken in the    non-compliance and sanction process for WTW cases.

2

Communicate the recipient’s non-compliance and sanction status with the HSS. 

3

Provide the HSS with the following WTW information:

 

Initiate Sanction:

·         The 20-day deadline for the participant to comply with WTW;

·         The date the sanction is to be imposed (the last day of the month after the 20-day deadline).

 

Cure Sanction:

·         The date the participant signs a cure plan, provide the HSS with a copy of the WTW29;

·         The date the participant completes his/her sanction cure plan; 

·         The date the participant fails to complete his/her sanction cure plan. 

4

Communicate the participant’s non-compliance and sanction status with the Childcare Case Manager (CCM), complete form 27-128 and forward to CCM, as appropriate to participant’s activity status. 

5

Ensure communication to HSS/CCM is received via user-to-user alerts in CalWIN, email and/or telephone.

6

Continue to follow up with the HSS to ensure proper WTW sanction status is entered in ES subsystem.

 

Note: ECMs cannot enter a ‘Sanction” registration status, as it affects EDBC.

7

Notify Social Worker Supervisor (SWS) and HSS Supervisor (SHSS) of any communication barriers. 

 

 

HSS and CCM will receive ECM communication and take appropriate actions.

 

 

 

 
IMPOSING WTW SANCTION

 

A WTW sanction is imposed by the HSS when a recipient fails to comply with program requirements. 

 

The ECM will communicate to the HSS the recipient is noncompliant with WTW and a financial sanction is to be imposed.

 

To impose the WTW sanction the HSS will follow How To #242 “Impose a WTW Financial Sanction-HSS Staff” and CPG Section 10-025-E. 

http://cosda428p/calwin/Portals/0/Repository/242%20Impose%20a%20WTW%20Financial%20Sanction%20.doc

 

http://hhsa-pg.sdcounty.ca.gov/CalWORKS/10-025/Sanction_Application/E_Sanction_Application.htm

 

 

 
ONGOING WTW SANCTIONS

 

HSS are responsible for ensuring an accurate WTW registration status for CalWORKs reapplications. 

 

Below is a possible situation/resolution to be reviewed and completed by the HSS when recipients reapply for CalWORKs and the recipient was previously on a WTW sanction. 

 

Situation: 

·         A CalWORKs recipient is serving an imposed WTW sanction as of 03-01-07.

·         The recipient is discontinued from CalWORKS effective 04-30-07, failure to provide QR-7 report.

·         The recipient reapplies for CalWORKs on 06-30-07.

·         Recipient is granted CalWORKs and case is reopened as of 07-01-07.

·         HSS runs exemptions and refers recipient to appropriate WTW region.

·         The WTW registration status is automatically entered as ‘Ineligible’ (CalWIN functionality).

 

Resolution:

·         The WTW sanction imposed 03-01-07 is to remain in effect until the recipient complies with WTW and cures the sanction.

·         The HSS manually enters the WTW registration status of ‘Sanction’ as of 03-01-07 (Collect Sanction/POI/Penalty Detail window – Sanction Begin Date field).

·         Refer to How To #242 “Impose a WTW Financial Sanction-HSS Staff” Page 2 for instructions on entering the Sanction registration status.

http://cosda428p/calwin/Portals/0/Repository/242%20Impose%20a%20WTW%20Financial%20Sanction%20.doc

 

 

Note: This situation only occurs on cases where the WTW sanction registration status has never been updated.  Once this resolution is completed the sanction registration will remain accurate.

 

Note:  Sanctioned individuals, with a ‘Sanction’ WTW registration status are referred to the appropriate WTW site. Once the Sanction status is entered follow the case assignment steps in How To #220 to refer a sanctioned individual to appropriate WTW region.

 


CURING WTW SANCTION
ECM ACTIONS

Per Special Notice 06-19 Addendum, a WTW participant may cure his/her WTW sanction at any time.  The ECM is to complete the Plan to Stop a Welfare to Work Sanction Request - WTW 29 and instruct the participant on the steps to cure his/her sanction, have aid restored, and begin participating in on-going WTW activities. 

 

Reference: How To #506 “How to Cure WTW Sanction-Employment Staff,” Special Notice 06-19 Addendum, and CPG Section 10-025-F. 

http://cosda428p/calwin/Portals/0/Repository/506%20How%20to%20Cure%20WTW%20Sanction-ES%20Staff.doc

 

http://hhsa-pg.sdcounty.ca.gov/CalWORKS/SpecialNotices/SN_06-19-ADDENDUM_.htm

 

http://hhsa-pg.sdcounty.ca.gov/CalWORKS/10-025/Sanction_Cure_Process/F_Sanction_Cure_Process.htm

 

If the participant completes his/her sanction cure plan, the ECM is to notify the HSS that the participant is in compliance with the WTW program and his/her financial sanction is to be lifted.

 

If the participant fails to complete his/her sanction cure plan, the ECM must notify the HSS that the participant is to remain sanctioned.    

 


CURING WTW SANCTION
HSS ACTIONS

 

Curing a financial sanction can be done once a participant completes the terms in his/her sanction cure plan and is in compliance with WTW program requirements. 

 

The ECM will communicate to the HSS when the recipient is compliant with WTW and the financial sanction is to be cured.

 

Upon receiving sanction cure information from the ECM, the HSS is responsible for:

·         Lifting the financial sanction on the recipient’s cash benefits;

·         Entering/ensuring ‘Registered’ WTW registration status.

 

Reference: How To #240 “How to Cure WTW Sanction-HSS Staff,” How To #241 “WTW Sanction Presentation” and CPG Section 10-025-F. 

http://cosda428p/calwin/Portals/0/Repository/240%20How%20To%20Cure%20WTW%20Sanction-HSS%20Staff.doc

 

http://cosda428p/calwin/Portals/0/Repository/241%20Sanction%20Presentation.PPT

 

http://hhsa-pg.sdcounty.ca.gov/CalWORKS/10-025/Sanction_Cure_Process/F_Sanction_Cure_Process.htm

 

Note: Sanction records are NOT to be deleted; CalWIN assesses deleted sanction records as active.

 

Note: Changing the Effective Begin Date on the Collect Sanction/POI/Penalty Detail window is critical in curing a sanction. If the Effective Begin Date is not changed correctly, the sanction will not cure.

 

If the HSS receives communication from the ECM that the participant failed to complete his/her sanction cure plan, the HSS is to enter/ensure the WTW registration status is ‘Sanction’.    

 

 
ONGOING HSS ACTIONS

 

Any time there are changes or updates completed on a case in CalWIN, the HSS is responsible for Running ES Exemptions, ensuring proper WTW registration status, and making WTW referral if necessary. 

 

Running Exemptions is completed during the Wrap-Up process and prior to authorizing benefits. 

 

Reference: How To #248 “Running Employment Services Exemptions” and How To #220 “WTW Referral Process for Eligibility Staff.”

http://cosda428p/calwin/Portals/0/Repository/248_Running_ESExemptions.doc

 

http://cosda428p/calwin/Portals/0/Repository/220%20WTW%20Referral%20Process%20for%20Eligibility%20Staff.doc

 

 

HOW TO LINKS

How To #220 - WTW Referral Process for Eligibility Staff

http://cosda428p/calwin/Portals/0/Repository/220%20WTW%20Referral%20Process%20for%20Eligibility%20Staff.doc

 

How To #221 – WTW Referral Process for Employment Staff

http://cosda428p/calwin/Portals/0/Repository/221%20WTW%20Referral%20Process%20for%20Employment%20Staff.doc

 

How To #214 - Schedule WTW Orientation

http://cosda428p/calwin/Portals/0/Repository/214%20Schedule_WTW_Orientation.doc

 

How To #237 - Entering and Removing Exemption Status for CalWORKs Recipients

http://cosda428p/calwin/Portals/0/Repository/237%20Entering-Removing%20Exemption%20Status%20for%20CalWORKs%20Recipient.doc

 

How To #242 - Impose a WTW Financial Sanction-HSS Staff

http://cosda428p/calwin/Portals/0/Repository/242%20Impose%20a%20WTW%20Financial%20Sanction%20.doc

 

How To #506 - How to Cure WTW Sanction-ES Staff

http://cosda428p/calwin/Portals/0/Repository/506%20How%20to%20Cure%20WTW%20Sanction-ES%20Staff.doc

 

How To #240 - How to Cure WTW Sanction-HSS Staff

http://cosda428p/calwin/Portals/0/Repository/240%20How%20To%20Cure%20WTW%20Sanction-HSS%20Staff.doc

 

How To #241 - Sanction Presentation

http://cosda428p/calwin/Portals/0/Repository/241%20Sanction%20Presentation.PPT

 

How To #248 - Running Employment Services Exemptions

http://cosda428p/calwin/Portals/0/Repository/248_Running_ESExemptions.doc

 

 
 
PROGRAMS IMPACT

 

 

No impact to Medi-Cal or Child Care programs.

 

 

 

 

 
FOOD STAMP IMPACT

 

Registration status instructions in this SN should also be followed for Food Stamp Employment Training (FSET) cases.  An additional SN will be issued for specific FSET procedures.

 

 

FORMS IMPACT

None

 

AUTOMATION IMPACT

Correct WTW Registration entries have a direct effect on the Automated Monthly Progress Report (AMPR).  Every effort to make the correct CalWIN entries detailed in this SN is to be made by both Eligibility and WTW staff to ensure accurate statistics on the AMPR.

 

QA IMPACT

Quality Assurance will cite case accuracy errors should the procedures in this notice be incorrectly/not applied.  Quality Assurance will cite benefit errors should participants be incorrectly sanctioned or incorrectly aided based on the erroneous interpretations of this Special Notice.

 

 

ASSISTANT DEPUTY DIRECTOR

JAYE YOSHONIS                              

Assistant Deputy Director                  

CalWORKs Program

Strategic Planning & Operational Support

   

MANAGER CONTACT

CalWORKs Section