Santa Clara County
Social Services Agency
page 1
Date:
02/27/17
References:
ACL 16-95
Cross-References:
None
Clerical:
No
Handbook Revision:
No
Update 2017-2: CalWORKs Employment Services (CWES)
Subsidized Employment Program Expansion to Safety Net Population
(Revised 4/18/17)
Background
With the implementation of Assembly Bill (AB) 74, Santa Clara County
Social Services Agency (SSA) expanded subsidized employment into
a multi-tier job placement program, creating subsidized part-time and
subsidized full-time employment opportunities for Welfare-to-Work
(WTW) participants.
For participants selected for the Work Participation Rate (WPR)
sample, and who are in-between WTW activities, a separate program
called Transitional Subsidized Employment (TSE) is available.
Change
Assembly Bill (AB) 1603 expanded the subsidized employment
program. Effective February 2017, SSA will be outreaching to
individuals who are approaching 42 months of their CalWORKs
48-month Time on Aid (TOA); and to individuals who have timed-out
whose family members are in the Safety Net program receiving
CalWORKs.
The outreach will occur in three phases as follows:
Phase I
Beginning February, WTW participants approaching 42 months of their
TOA will be provided with subsidized employment information by
Eligibility Workers (EW) and Employment Counselors (EC) as follows:
• Outreach by EW
During the two TOA review periods conducted by the Eligibility
Worker (EW), at Annual Redetermination and upon receipt of the
608 monthly caseload listing, issues a “Subsidized Employment
Program” Informational Letter/Flier” (SCD 2467).
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Update 2017-2: CalWORKs Employment Services (CWES)
• Outreach by the EC
As part of WTW case management, the Employment Counselor
(EC) outreaches to participant as follows:
a. As a case management tool, reviews DSR506952, “CW TOA
Approaching 42 Months,” which is refreshed monthly in Business
Objects folder, ES Other Report.
b. Reviews the current WTW Plan and determines if subsidized
employment is an appropriate activity.
c. Mails “Subsidized Employment Program Informational
Letter/Flier” (SCD 2467) to clients who may benefit from
Subsidized Employment.
d. 1-2 weeks after SCD 2467 is mailed, calls client to discuss the
benefits of subsidized employment program.
e. If client is interested, instructs client to call the number on the
flier to schedule appointment or client may go to Door #10, and
informs client to continue participating in current WTW Plan.
f. Upon an offer of employment, meets with client to amend or
create new WTW Plan, and adds subsidized employment activity
as follows:
1) Adds Tier I or Tier II activity if client is active CalWORKs.
Note: Individuals who are discontinued due to earnings are
eligible to remain in the Tier I/Tier II activity through the duration
of their placement period.
2) If client becomes timed-out from CalWORKS 48-month TOA
during placement period, ends the Tier I/Tier II activity and
follows [“Phase II and III Case Management,” page -4
procedures.]
g. Assigns and Authorizes supportive services.
h. Follows existing case management procedures.
Note: A client is eligible for subsidized employment if he or she is
discontinued from CalWORKs cash aid due to earnings or due to
timing-out from the 48 month TOA.
Two Parent Case:
One Timed Out
A CalWORKs timed-out parent in a two-parent case is eligible for
Subsidized Employment. A one-time listing will be provided to the
assigned EC that identifies timed-out parents in two-parent cases. As
part of the contact, the EC is to inform client to go directly to the ECC
Update 2017-2: CalWORKs Employment Services (CWES)
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as a walk-in for possible subsidized employment placement. When the
client agrees to participate, the assigned EC is to follow the procedures
from this Update in steps in [“Phase II and III Case Management,”
page -4.]
Phase II
During the month of March, and ongoing on a monthly basis,
CalWORKs Safety Net adults who are at month 3 after timing out from
their CalWORKs 48-month TOA, will be issued a “Subsidized
Employment Program Information Letter/Flier” (SCD 2467), which will:
• Be mailed through Central Support Services/designated staff via a
monthly mass mailer to unduplicated individuals at month 3 after
timing out.
• Contain the Employment Connection Center (ECC) phone number
along with contact information.
These individuals will also be outreached by designated ECC EC staff.
Phase III
During the month of April, the SCD 2467 will be provided every 6
months to individuals who are in the Safety Net Program. The mailer
will be mailed first to Safety Net families whose youngest child is
approaching aging out based on the following age groupings:
• 16 Years or older
• 13-15 Years
• 10-12
These individuals will also be outreached by designated ECC EC staff.
Supportive
Services
Safety Net individuals are eligible to receive supportive services for a
period of up to 12 months, provided that they are placed into
subsidized employment within 12 months from date of discontinuance
due to timing-out from their 48 month TOA.
Example 1: Individual is discontinued effective 1/31/17 due to timing
out from her CalWORKs 48-month TOA. She is placed into a
subsidized job on 5/1/17. The client is eligible for Transportation and
Ancillary services beginning 5/1/2017 through 4/30/18.
Example 2: Individual is discontinued effective 4/30/16 due to timing
out from his CalWORKs 48 TOA. He is placed into a subsidized job on
5/1/17. Client is Not eligible for supportive services, because he has
been discontinued for more than 12 months prior to placement.
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Update 2017-2: CalWORKs Employment Services (CWES)
CalWIN Activities
A new activity for tracking Safety Net subsidized employment program
participants is to be used in CalWIN as follows:
• WTW Activity Name: “Safety Net EC Works Sub Empl”
• Provider Name: “CWES 1879 Senter Road”
• Sessions: To be created per existing ECC procedures
To track positive completions, a new activity called “Safety Net EC
Works Unsub Empl” is to be added when client goes from subsidized
to unsubsidized employment.
Note: Subsidized to unsubsidized employment occurs within 30 days
of the last date of subsidized employment with any employer (does not
have to be the same employer).
Registration
Status
Safety Net individuals participating in the Safety Net Subsidized
Employment are to be manually registered in the Maintain
Employment Services Participation window in CalWIN using one of
the two registrations statuses as follows:
• Select “Timed-Out (Post Aid)” for participants who have timed-out
from their CalWORKs 48-month TOA within 12 months of date of
subsidized employment placement.
Reminder: These participants are eligible for Post Aid Services.
• Select “Timed-Out (Safety Net)” for participants who have timed-out
from their CalWORKs 48-month TOA more than 12 months from
date of subsidized employment placement.
Reminder: These participants are not eligible for Post Aid Services.
At the conclusion of the subsidized employment placement for
timed-out individuals, the WTW activity and WTW Registrations status
are to be ended.
Phase II and III
Case Management
Phase II and Phase III Safety Net individuals shall be engaged and
tracked in CalWIN following the procedural steps as follows:
Step
Who
Action
1.
CWES MA
• In coordination with Central Services/Program, outreaches to Safety Net
individuals by mailing Subsidized Employment Program Informational
Letter/Flier” (SCD 2467).
• At 1-2 weeks after mailer, distributes to designated ECC EC Supervisor
corresponding listing of Safety Net individuals who received the
(SCD 2467) in the mail.
Update 2017-2: CalWORKs Employment Services (CWES)
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Step
Who
Action
2.
Designated ECC EC
Supervisor
• Receives and splits the listing by designated ECC ECs.
• Forwards listings to designated ECC ECs for telephone outreach follow-up.
3.
Designated ECC EC
• Calls individuals from listing, making at a minimum two phone call attempts.
• References the SCD 2467 mailer and explains the benefits of Subsidized
Employment program to client.
• Documents the outcome of the phone call in the Employment Connection
Application (ECA), using the following verbiage as leading sentence of the
comment, “Timed Out Subsidized,” followed by the outcome.
Example: “Timed Out Subsidized: Client interested and will drop-in on May 5
at the ECC Door #10.”
• Copies and pastes the ECA case comments into CalWIN Case Comments.
4.
Designated PAS EC
If Client,
Then,
Agrees to participate
a. Informs client to drop-in at the ECC Door #10,
Monday through Friday, 8:30am-3:30pm to meet
with designated ECC EC.
b. Prepares client for job interview.
c. Refers client to work site.
d. When selected for position:
- Enters “Timed Out (Post Aid)” status in the WTW
[Registration] tab with a date effective the first of
the job placement month.
- Refers and schedules “Safety Net EC Works Sub
Empl” activity for up to 6 months, outside the
WTW Plan, in CalWIN.
Note: WTW 2 is not required for Safety Net
population.
e. Obtains schedule A for subsidized employment and
SCD 549A for unsubsidized employment from
employer and updates activity status to “First Day
Attendance.”
f. If client is a parent in a 2-Parent case, notifies the
assigned EC:
g. Enters Case Comments and emails PAS unit
Supervisor and Lead client information who will
assign case to PAS worker, or bank depending if
eligible for support services.
Does not Agree to
Participate,
• Informs individual to contact the ECC in the future.
• Reviews CalWIN to determine date discontinued for reason of timing out
from CalWORKs 48-month TOA.
• If discontinued date is within 12 months from current date:
- Discusses requirement to submit monthly SCD 1755 along with pay check
stubs.
- Assigns and authorize supportive services for 6 months.
- Issues supportive services for the current month.
• If CalWORKs timed-out date is more than 12 months from current date:
- Enters “Timed-Out Safety Net” status in the WTW [Registration] tab with a
date effective the first of the job placement month.
- Do Not assign supportive services.
- The ECC EC follows Steps 3-a through 3-f.
- The assigned EC or PAS EC follows Steps 5-b through 5-i below.
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Update 2017-2: CalWORKs Employment Services (CWES)
Step
Who
Action
5.
Designated PAS Unit
Staff
• Receives Case Transfer from ECC EC staff.
• Assigns case to designated A9 Unit caseload Tracking ID.
If WTW Registration
Status is,
Then,
Timed Out (Post Aid)
a. Assigns to A9PS Caseload Tracking ID.
b. Processes first SCD 1755, updates activity status to
“Satisfactory Progress” if still employed, and issues
supportive services.
c. At 30, 60 and 90 days after job placement, performs
employment follow-up and updates Collect
Employment Information, [Follow Up] Tab in
CalWIN with appropriate Follow Up Status.
d. Continues to process monthly SCD 1755, update
activity status, and issue supportive services.
e. At end of 6 months, discusses job placement with
Unit Supervisor and/or ECC EC Staff for extending
job placement, as appropriate.
f. At end of job placement period:
- Updates activity status with “Completed.”
- Ends supportive services assignment.
- Ends “Timed Out (Post Aid) registration status.
- Adds “Ineligible” Registration status the first of the
month, following end of employment.
g. When client goes from subsidized employment to
unsubsidized employment within 30 days of
subsidized employment ending, refers and
schedules “Safety Net EC Works Unsub Empl” and
continues retention services per existing
procedures, and follows Step 5-f.
h. Closes case at the conclusion of retention period per
existing procedures.
i. Enters Case Comments.
Timed-Out Safety
Net
j. Assigns to A9PN Caseload Tracking ID.
k. At 30, 60 and 90 days after job placement, performs
employment follow-up and updates Collect
Employment Information, [Follow Up] Tab in
CalWIN with appropriate Follow Up Status.
l. Updates activity status to “Satisfactory Progress” if
still employed.
m.At end of 6 months, discusses job placement with
Unit Supervisor and/or ECC EC Staff for extending
job placement, as appropriate.
n. At end of job placement period:
- Updates activity status with “Completed.”
- Ends “Timed Out Safety Net” Registration status.
- Adds “Ineligible” Registration status the first of the
month, following end of employment.
o. When client goes from subsidized employment to
unsubsidized employment within 30 days of
subsidized employment ending, refers and
schedules “Safety Net EC Works Unsub Empl” and
continues retention services per existing
procedures, and follows Step 5-n.
p. Closes case per existing procedures.
q. Enters Case Comments.
Update 2017-2: CalWORKs Employment Services (CWES)
Step
Who
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Action
Reminder: CalWORKs TOA timed-out participants in a two-parent household are to be case-managed by
the assigned EC, beginning with Step 5b through 5i above.
Correspondence
The “Subsidized Employment Program Informational Letter/Flier”
(SCD 2467) is available in the DEBS Form’s Library.
TSE
Although Assembly Bill (AB) 1603 sunset the funding for AB 98
subsidized employment (TSE), to distinguish participants selected for
the WPR sample and participants who are in-between activities, the
activity, “TSE Unsubsidized Empl” is to continue being used for these
two populations.
CWES Handbook
Revision
CWES Handbook Chapter 12 is currently being revised. The changes
from this update will be incorporated within a forthcoming handbook
revision.
Other Programs
A separate CalWORKs Update will be issued to Eligibility Workers that
provides instructions for issuing the SCD 2467 as part of Phase I.
Supervisors
Employment Program Supervisors must review this Update with their
staff no later than April 28, 2017.
DENISE BOLAND, DIRECTOR,
Department of Employment and Benefit Services
Contact Person: Jesus Manzanero, Application & Decision Support Specialist II, 408-755-7540.
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Update 2017-2: CalWORKs Employment Services (CWES)