3330 Activities Not Countable for Federal Work Participation for TANF - The activities in this section provide valuable services to clients and help ES staff monitor caseload activity.  These activities are not countable toward meeting the Federal TANF work participation rates.

 

ES staff will work with our community partners to assure understanding of the need for effective communication of supervision, verification, and documentation of information.

 

3330.1 Alcohol and Other Drug Assessment and Treatment  (TANF only) - The substance use screening (i.e., SASSI, UNCOPE, etc.) as defined by the contractor, must be administered as part of the assessment process. It is recommended that the substance use screening be completed within the first 90 days of TANF approval and is required to be completed by the 12th month of TANF assistance.  All cases that do not have the substance use screening completed within the first 90 days must have the extension approved by the Employment Services Program Administrator.  A Solutions Recovery Care Coordination (SRCC) counselor will administer this screen and will be responsible for assessing the results. The TANF client will meet individually with the SRCC or qualified assessment counselor to review the assessment results, sign a release of information to DCF(ES-4412), and determine if further assessment, including a drug test, is needed.  The SRCC counselor will call the local drug testing site (see Collections Sites in KEESM Forms) to schedule a testing time, preferably the same day or within 24 hours of determining a drug test is needed. SRCC will note the time and date for the drug test on the ES-4108. SRCC will provide the career navigator with the clinical interpretations ES-4412.


  1. For those clients who are not initially identified as in need of services, ES staff will continue to monitor client’s behavior. If the client meets at least one of the following criteria during the current period of participation, the career navigator will refer the client to SRCC via the SRCC case manager turnaround form ES-4412.
    1. Substance Abuse Subtle Screening Inventory (SASSI), Alcohol Use Disorders Identification Test (AUDIT), or Drug Abuse Screening Test (DAST) indicators, or other appropriate substance use screening as defined by the contractor.

    2. Dismissal from employment or any work program activity for substance use disorder related causes within the last 12 months. (Also refer for a suspicion-based drug test.)
       
    3. Any substance use disorder related legal problems that carry current consequences (i.e., arrest, probation, diversion, loss of license, etc, within the last 12 months.). (Also refer for a suspicion-based drug test.)
       
    4. Client admission or medical diagnosis that an alcohol and/or drug related disorder or dependency exists. (Also refer for a suspicion-based drug test if it is a self-described illegal substance use.)

    5. Positive drug screen at work placement. (Also refer for a suspicion-based drug test.)

    6. Visual observation of the use of drugs or drug paraphernalia. (Also refer for a suspicion-based drug test.)

    7. Prior refusal to drug test.

    Decisions to not refer clients to SRCC when one of the above criteria has been identified must be clearly documented in the case record.

    Career navigators can mandate TANF clients who are without medical coverage and who are determined to have alcohol related abuse issues to participate in substance abuse treatment activities. Career navigators are responsible for assisting those clients in obtaining Medicaid whenever eligible. If the client does not cooperate in obtaining medical coverage, the career navigator will determine if a subsequent Work Program failure has occurred, and a Work Program penalty should be established.

    Once referred, if a TANF client who is determined to have alcohol related abuse issues refuses to participate in or follow through on the SRCC plan, the career navigator will determine if a Work Program failure has occurred and if a penalty should be established. It is recommended that an Integrated Services Team Meeting (ISTM), including SRCC and the TANF client meet to review the case before a penalty is applied. If the referral was made in accordance with item I in the above section, it is not necessary to contact PPS if the client fails to participate. You may include them in the ISTM if they are a possible resource for the client.

  2. The Solutions Recovery Care Coordination (SRCC) System will provide screening, assessment, multi-disciplinary care management, and individualized care coordination to TANF clients with substance abuse problems.

    This will include working closely with the career navigator and regional drug coordinator to determine when the client is ready to participate in work program activities. SRCC will provide a Monthly Report (ES-4413) to the career navigator which will be due by the 10th of the following month of report. The monthly report will:

    1. Document the client’s participation in the substance abuse program,

    2. Record the number of contacts made between SRCC and the client, and

    3. Document any activities the client is engaged in which may count towards work program participation. The career navigator will determine if these activities are countable towards federal participation rates.

  3. Activities determined to count towards federal participation will be opened along with the Alcohol and Other Drug Assessment and Treatment activity. SRCC may use EES forms to track and verify hours. EES will provide SRCC with the correct forms or documentation requirements. If it is determined the client may be served by a local Work Program provider in conjunction with SRCC, the career navigator will make the referral. So long as the client continues to be served by SRCC, SRCC will be responsible to monitor and report all engagement to the career navigator. SRCC will determine how long the treatment plan is in effect and at what point SRCC services will end.

NOTE: See 3310.8 for consideration of short-term substance abuse treatment as a Job Readiness work activity.


3330.2 Assessment   - This activity should be utilized when a client is participating in the assessment process. This activity is initially used during the first 90 day assessment period. Once initial assessments are addressed, this activity may only be used for 30 day non-consecutive intervals. Initial assessments (Self Assessment, ONet*, etc.) should be completed in a face-to-face meeting with the career navigator. In addition, individuals who are struggling or failing to meet the expectations set forth in a mutually agreed upon self-sufficiency agreement shall have their appointment conducted in person. Exceptions for both situations are to be approved by Employment Services Program Administrator.

 

3330.3 Prevention and Protection Services - This activity should be utilized when the family is working with Prevention and Protection Services (PPS) staff. The career navigator will consult PPS staff prior to assigning activities when possible as the safety of the children takes precedence over work program participation. This plan will be considered part of the client’s Job Search/Job Readiness activities and will be monitored as such with reviews of progress at least every six months.

 

3330.4 Disability Employment Services - Work Program staff should consider the following criteria in determining whether to make a direct referral to RS for vocational rehabilitation (VR) services:

 

 

See Appendix Item #E-12, EES Screening Tool for Referral to Rehabilitation Services.

 

ES clients who do not meet these criteria may be referred directly to the RS Career Development Centers (CDCs) or to a private contractor for further assessment; or referred directly to their physician for a definitive medical report.

RS maintains an open application process for VR services. Clients who do not meet the direct referral criteria listed above may apply directly if that is their informed choice.

Documentation may include: the client's most recent medical statement if it was received within the past 5 years, client's evaluations completed within the past 5 years, and the client's current Self-Sufficiency Agreement.

 

ES clients who are referred to RS for VR services will complete the eligibility determination process. Eligible clients will then be placed in a priority category to determine access to services according to the RS Order of Selection policy. ES should continue to make referrals to RS even though the client may be placed on a waiting list for VR services. For ES clients who are eligible for VR services and on a waiting list, the RS counselor will provide recommendations to Employment Services for employment-related activities that the client should participate in while on the waiting list. Such activities may include, but are not limited to: psychological evaluation; vocational assessment; ABE/GED; referral to contracted employment services, or medical evaluation. These activities would be purchased with TANF funds and incorporated into the client’s Self-Sufficiency Agreement (SSA). Once a client is removed from the waiting list, RS will promptly advise Employment Services of the change in status. RS and Employment Services staff will coordinate to determine how to proceed with service delivery based on the client’s informed choice and progress toward employment at that time.

DCF will work with the RS staff and the client to ensure that the recipient is placed in an appropriate employment focused activity. Employment Services will generally provide support services for mutual clients participating in VR services. However, local staff have the flexibility to address special circumstances to meet the individual client's needs.

Refer to Appendix, Item R-4 for Procedural Best Practice information.

 

It is appropriate to share information on mutual clients on a need-to-know basis and the EES/RS Change Report (Appendix R-5) is available to facilitate communication.

 

NOTE: See 3310.8 for what is considered short term rehabilitation services as a Job Readiness work activity. Counseling, vocational training and participation in skills training, subsidized employment or work experience must be noted in conjunction with the Disability Employment Services activity.

 

3330.5 Head Start and Early Head Start - Head Start and Early Head Start participation enhances a child’s physical, social, emotional, and intellectual development; supports parents’ efforts to fulfill their parental roles; and helps parents move toward self-sufficiency. Activities may include weekly home visits, parent meeting presentations, classroom volunteer and participation on policy councils. Family Partnership Agreements are established and describe family goals, responsibilities, time tables and strategies for achieving these goals as well as progress made toward achieving them. Instructions for Participation Hours in Employment Services (E-13) can be found in the Appendix.

 

If the client is already involved with HS/EHS (including KEHS) at the time of referral to Employment Services, the career navigator will meet with the client and the HS/EHS case manager to determine what activities the client is already required to participate in with them. It is recommended that an ISTM be completed.

 

The client will never be expected to complete 50 hours a week for participation from KEHS and Employment Services. Employment Services hours will mirror 20 of the 30 KEHS hours for work programs participation.

 

Supervision Requirement: Clients in the Head Start and Early Head Start activity must be reviewed monthly.

 

NOTE: The career navigator will work with Head Start and/or Early Head Start to determine if any hours from their activities may be counted under the Job Search/Job Readiness activity or other appropriate activity.
  

3330.6 Mental Health Care - This activity has been repurposed and is now a Referral activity and is to be used when a client has been referred to another agency to participate in an activity but has not been accepted yet. This includes the Physical Health Care activity while the client is in the process of getting the medical statement completed.

 

The activity should be set up for 1 month from the Start Date. Clients placed in this activity must be reviewed every month at which time the activity may be extended if the referral or medical statement is still pending.

 

NOTE: If the client has a mental health condition, see 3330.10 Physical Health Care.

 

3330.7 Two-Parent Child Care Activity (TANF Only)- This activity is used when one parent in a two parent family or two adult household stays home with the children while the other parent participates in the Employment Services activity for the minimum of 35 hours and there is a child under the age of 6. If the first parent is participating but is not able to meet the required hours of participation, the second parent/adult must be assigned to a primary activity for the additional hours needed.

This activity cannot be used:

 

3330.8 RESERVED

 

3330.9 Domestic Violence/Sexual Assault (TANF) – Domestic Violence/Sexual Assault (DV/SA) is defined as an act or threatened act of violence against a person with whom the offender is involved or has been involved in a dating relationship, or an act or threatened act of violence against a family or household member by a family or household member. It includes violence against both men and women and may encompass social/financial isolation, deprivation, physical, sexual harassment, sexual assault, stalking, emotional and/or mental abuse.

DCF will screen all TANF applicants for sexual harassment, domestic violence, sexual assault, and stalking issues during interviews and TANF recipients regularly thereafter. TANF individuals meeting the DV/SA definition are to be referred to the local DV/SA Centers to receive services. DCF will work with the DV/SA advocates and the TANF recipient to ensure that the recipient is placed in a safe and appropriate employment focused activity once the recipient accepts DV/SA services.

DCF ES Career Navigator Responsibilities:

  1. Provide a safe environment to facilitate confidential disclosure by TANF applicants and recipients who have experienced sexual harassment, domestic violence, sexual assault, or stalking through the use of posters, written and verbal safety assessments, brochures, and verbal presentations by ES staff which are all vehicles for notification. Provide all TANF applicants and recipients with basic information about sexual harassment, domestic violence, sexual assault, and stalking issues in multiple places and levels in the DCF office and system. Opportunities for TANF applicants or recipients to disclose that they are DV/SA survivors should be frequent, confidential, clearly voluntary, and easy to access.

  2. Screen and identify, as early as possible, individuals who have applied for or are receiving TANF assistance to determine current or past history of sexual harassment, domestic violence, sexual assault, or stalking issues, while maintaining the confidentiality of such individuals. TANF recipients who are exempt from DCF Work Program requirements may volunteer to receive DV/SA services. Clients receiving SSI cannot be considered volunteers because they are not eligible for ES services. Initial screening shall be completed before placement in any activity; ongoing screening should occur during routine contacts.

     All TANF recipients referred to the DV/SA Center will be placed in the Domestic Violence/Sexual Assault  activity for no more than six months from the time of initial referral.

  3. Review the  Domestic Violence/Sexual Assault activity no less than every six months. The review will include input from the local DV/SA Center and the DV/SA activity participant. Each review will include an updated Self-Sufficiency Agreement, including work activities, counseling (as needed), review of safety planning and barrier reduction activities (as needed).

  4. Support services including child care, transportation, and special services allowances can be provided during the time that the DV/SA activity participant is participating in the  Domestic Violence/Sexual Assault activity. DCF funds may be used for supportive payments based on the DV/SA participant’s need to ensure safety, thereby facilitating work. Special expenses of the DV/SA activity participant's such as rent and utility deposits, and moving expenses may be covered. However, once safety is assured, participants in the DV/SA activity are expected to meet basic needs from their income.

  5. Penalties will not be applied for failure to comply with  Domestic Violence/Sexual Assault activities. However, clients who do not follow through with  Domestic Violence/Sexual Assault activities and monthly reporting requirements will be reassessed and reassigned to other work program activities. Penalties may be applied in cases where DV/SA clients do not respond to appointment letters. In these situations, career navigators should make thorough efforts to determine if Good Cause due to DV/SA exists. See KEESM 2162(4) and 3500 regarding Good Cause.

  6. TANF recipients may receive services from the local DV/SA Center, however, this does not exclude participants in the DV/SA activity from complying with other DCF Work Program requirements. Participants in the DV/SA activity are to be incorporated into DCF Work Program activities as determined ready by the client, the advocate, and the career navigator. As participants in the DV/SA activity move forward, they should be encouraged to move into employment or other self-sufficiency activities. This requires full coordination between the DV/SA activity participant, the local DV/SA Center and the career navigator.

Expectations for Participants in the DV/SA activity:


  1. Provide feedback of activities obtained through the local DV/SA Centers including, but not limited to:

    1. Signed release form to allow sharing of information

    2. Hours of participation in activities through the local DV/SA Center

  2. Report information required:

    1. Household changes

    2. Employment

    3. Income changes

    4. Address changes

    5. Monthly Progress Report

  3. Participate fully in DCF Work Program activities designed specifically to meet their safety needs while preparing for future self-sufficiency.

  4. Participate in the development and execution of a DV/SA Service Plan that includes safety planning activities.

NOTE: Following safety planning, local DV/SA Center staff will be encouraged to team with the career navigator to provide input to reflect placement or removal from activities and to provide the necessary ES support services. The need to continue the  Domestic Violence/Sexual Assault activity is assessed minimally at six month intervals.


Local DV/SA Centers:


  1. Are encouraged to complete a DV/SA program assessment on all clients referred from DCF and assess for appropriate DV/SA recommendation. The DV/SA Center will determine if the client should be served. The DV/SA Center is encouraged to provide appropriate documentation to the DV/SA activity participant for DCF Work Programs. Services should prioritize safety planning to keep participants in the DV/SA activity from any immediate dangers, stabilize their living situations, and provide avenues for achieving economic independence. Teamwork and communication between the local DV/SA Center and career navigator is encouraged to promote the safety of the participants in the DV/SA activity. DCF/ES will rely on the DV/SA activity participant to provide monthly reporting between DCF and the local DV/SA Centers.

3330.10 Physical Health Care  (TANF  Only) - This activity should be utilized when the client is addressing specific short term or permanent physical health or mental health limitations which have been documented using the ES-4309 or other medical evaluations. The number of weekly scheduled hours the client is participating in therapy or treatment may be counted as participation under the Job Search/Job Readiness activity. Need for this therapy or treatment must be documented by a professional health care provider and is subject to a second opinion. If the client has verified documentation they cannot work and are pursuing federal disability benefits, they may be placed in the Physical Health Care activity without any corresponding primary activities.

The Physical Health Care activity is appropriate to use while a client is exempt due to having a child under 2 months. If medical complications continue after the two-month exemption period, a journal entry should be made explaining why Physical Health Care is being extended and a medical statement is required.

The Physical Health Care activity can also be used for a client whose presence is temporarily required at home to care for another member of the home whose condition does not permit self-care. In order to document the need for this person to provide care, the worker must obtain the following information from the medical provider on the ES-4310: the medically determined condition; the number of hours care is needed; how long will care be needed, and who can provide care.

The client should be engaged in an activity that will promote self-sufficiency in addition to the Physical Health Care activity whenever appropriate.  Clients placed in the Physical Health Care activity must be reviewed no less than every 6 months at which time updated documentation may be required.

 

3330.11 Refugee Employment Services - This activity is to be used for all mandatory TANF refugees who can be identified as:


Any hours of participation the client has in an activity with the Refugee Agency should be counted under the appropriate primary or secondary activity.

 

3330.12 Work Program Penalty (TANF Only)- When a client is placed in non-cooperation with work programs or disqualified due to a potential employment violation, and the  client remains eligible for Transitional services, the Work Program Penalty activity will be opened for 0 hours. This activity may be set for the 12 months of the transitional period. If the client is not eligible for transitional services, the career navigator will note the appropriate penalty information in the case file and close the work program block.

Note:   Please refer to KEESM 3410 for reasons that would revoke the client’s eligibility for transitional services.

3330.13 Workforce Investment Opportunity Act -  ES clients who are referred to the Workforce Center to participate in the Workforce Investment Opportunity Act will complete the eligibility determination process through the Workforce Center.  The Self-Sufficiency Agreement must indicate that the individual has been referred and will participate in WIOA activities. An appropriate activity must be opened to reflect the actual WIOA activity and hours of participation once the client has been accepted into the WIOA program.

TANF and Food Assistance applicants may already be participating in WIOA at the time of application for assistance. The WIOA plan will be supported by ES staff. [See 3300.2 (2)].

 

3330.14 RESERVED

 

3330.15 Employment Services Tracking (TANF Only)- This activity should be used when the client is Mandatory for Work Program participation but is not a TANF recipient due to a drug felony conviction, refusal to take a suspicion-based drug test, or failure of a suspicion-based drug test.