3330 Components Not Countable for Federal Work Participation - The components in this section provide valuable services to clients but are generally not countable toward meeting the Federal TANF work participation rates. These component designations may be used to help EES staff monitor caseload activity.

 

The following components in this section identify partners who are working with mutual clients: AOD, DES, EHS, HST, MHC, DSA, and WIA. When one of these cases is pulled in the Sample for the TANF Report, EES staff need to work with the client and the partner staff to document the actual work participation activity in primary and/or secondary components and hours for the sample month. (Note: DSA participation will always be "0" hours and actual activity hours in DSA is not documented in the Sample.) EES staff shall work with partners to assure understanding of the need for effective communication of supervision, verification, and documentation information.

 

3330.1 Alcohol and Other Drug Assessment and Treatment (AOD) - TANF Only - The SASSI screen must be administered as part of the assessment process once a TANF applicant has been approved for benefits. A Solutions Recovery Care Coordination (SRCC) counselor will administer this screen and will be responsible for assessing the results. If the TANF applicant is a refugee, the AUDIT or the DAST may be administered in place of the SASSI. The date that the AUDIT/DAST is administered will be placed by SA on the WOPA screen in KSCARES. 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, which may be found on the list in Appendix A, 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 to the Work Program case manager the clinical interpretations ES-4412.


  1. For those clients who are not initially identified as in need of services, EES 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 EES case manager will refer 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.

    2. Dismissal from employment or any work program activity for substance abuse related causes within the last 12 months. (Also refer for a suspicion-based drug test.)
       
    3. Any substance abuse 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 problem with abuse or dependency exists. (Also refer for a suspicion-based drug tes tif 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.

    EES case managers 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. EES case managers are responsible for assisting those clients in obtaining Medicaid whenever eligible. If the client does not cooperate in obtaining medical coverage, the Work Program case manager 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 Work Program case manager will determine if a Work Program failure has occurred and if a penalty should be established. It is recommended that an IST, 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 IST meeting 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 Work Program case manager 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 Work Program case manager 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 Work Program case manager will determine if these activities are countable towards federal participation rates.

  3. Activities determined to count towards federal participation will be posted on the SESP screen on KSCARES along with the AOD activity assignment. These activities will be monitored and documented by SRCC. 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 Work Program case manager 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 Work Program case manager. 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 component.  


3330.2 Assessment (ASE) - TANF Only - This component designation should be utilized when a client is participating in the assessment process. This component is initially used during the first 90 day assessment period.  Once initial assessments are addressed, this component may only be used for 30 day non-consecutive intervals. During the 90 day assessment period the client should also be engaged in other employment focused activities.

 

3330.3 Prevention and Protection Services (PPS) - TANF Only- This component should be utilized when the family is working with Prevention and Protection Services (PPS) staff. The plan developed by the PPS staff will be considered the client's work component requirement. This plan will be considered part of the client’s JSR activities and will be coded on KSCARES SESP screen and monitored as such with reviews of progress at least every six months.

 

3330.4 Disability Employment Services (DES) - TANF Only - 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.

 

EES 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.

Available medical, psychological or employment records will be included with the referral to RS. Documentation may include but is not limited to: medical statement, prescription, letter from doctor, psychological/psychiatric evaluation or DDS Claim form. See the Miscellaneous Forms Section for an example of a Definitive Medical Report letter used by Rehabilitation Services staff.

 

EES 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. EES should continue to make referrals to RS even though the client may be placed on a waiting list for VR services. For EES clients who are eligible for VR services and on a waiting list, the RS counselor will provide recommendations to Work Programs 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 Work Programs of the change in status. RS and Work Program 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.

The plan developed by RS staff will be considered the client's work component activity. Work Programs 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 Monthly Communication Report (Appendix R-5) is available to facilitate communication.

 

NOTE: See 3310.8 for considered of short term rehabilitation services as a Job Readiness work component. Counseling, vocational training and participation in skills training, subsidized employment or work experience must be noted on the KSCARES SESP screen in conjunction with the DES code.

 

3330.5 Head Start (HST) and Early Head Start (EHS) - TANF Only - 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.

 

NOTE: Work Program staff shall work with Head Start and/or Early Head Start to determine if any activity may be considered supervised Community Service or Work experience. Classroom volunteer and participation on policy councils may be considered Supervised Community Service for federal work participation reporting. The Work Program case manager will note SRV, WXN, or other appropriate primary activities on the SESP screen in KSCARES in conjunction with HST or EHS.
  

3330.6 Mental Health Care (MHC) - TANF Only - This component is appropriate for clients who are working with a mental health provider to resolve temporary or permanent limitations to employment. The issues being addressed must be documented by the use of the ES-4309, a psychological evaluation or other medical evaluations. The number of weekly scheduled hours the client is participating in therapy or treatment with the mental health provider may be counted as participation under the Job Search/Readiness (JSR) code on SESP. Need for this therapy or treatment must be documented by a professional Mental Health care provider and is subject to a second opinion.  The client should be engaged in an employment focused activity in addition to the MHC component whenever appropriate. If not appropriate, the Work Program case manager will note the description line on COUP with a brief description of the clients condition and if SSI/SSDI benefits are being pursued. If condition is permanent, and persistently debilitating the client does not need to be placed in any additional activities. Clients placed in MHC must be reviewed no less than every 6 months at which time updated documentation may be required.

 

NOTE: See 3310.8 for consideration of short-term mental health treatment as a Job Readiness Work component.

 

3330.7 Two-Parent Child Care Component (PRC) – TANF Only – This code is used in the instance where one parent in a two parent family stays home to watch the children while the other parent participates in the work programs activity for the minimum of 35 hours or the number of hours required to meet federal participation. The PRC code for the parent responsible for child care will be placed by the appropriate parent on the SESP screen with 0 hours indicated. If the participating parent is not able to meet the required hours of participation, the PRC parent must be assigned to a primary component instead of PRC for the additional hours needed.

This code cannot be used for a 1 parent household. This component cannot be used if there is an open child care plan for a common child between the two adults.

 

3330.8 Cash Closed for CSS Penalty (WPP) - TANF Only - When a client is placed on penalty for non-cooperation with CSS, and the penalized client remains eligible for Job Transitional Services (JOTR) the WPP code will be used on SESP. The component may be set for the 12 months of the JOTR period.

Note: When cash is closed for reasons other than a penalty and the client is eligible for JOTR services, the case manager will use the component code which most closely describes the activity which closed the cash i.e.: EMP. Additional explanation may be put on the description line if needed. Please refer to KEESM 3410 for reasons that would revoke the client’s eligibility for JOTR services

 

3330.9 Domestic Violence/Sexual Assault (DSA) – Domestic Violence/Sexual Assault(DV/SA) as defined by DCF Work Programs is the victimization of a person who has or has had an intimate or spousal relationship with their abuser. It includes violence against both men and women and may encompass social/financial isolation, deprivation, physical, sexual, emotional and/or mental abuse.

DCF will screen all TANF applicants for DSA during interviews and TANF recipients regularly thereafter. TANF individuals meeting the DSA definition are to be referred to the local DV/SA Centers to receive DSA services. DCF will work with the DSA advocates and the TANF recipient to ensure that the recipient is placed in a safe and appropriate employment focused activity once the recipient accepts DSA services. The timing of this placement will be at the discretion of the DSA advocate.

DCF/EES Case Manger Responsibilities:

  1. Provide a safe environment to facilitate confidential disclosure by TANF applicants and recipients who are DV/SA survivors through use of posters, written and verbal safety assessments, brochures, and verbal presentations by EES staff which are all vehicles for notification. Provide all TANF applicants and recipients with basic information about DV/SA in multiple places and levels in the DCF office and system. Opportunities for TANF applicants or recipients to disclose that they are DSA 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 DV/SA, while maintaining the confidentiality of such individuals. TANF recipients who are exempt from DCF Work Program requirements may volunteer to receive DSA services. Initial screening shall be completed before placement in any component; ongoing screening should occur during routine contacts.

     All TANF recipients referred to the DV/SA Center will be placed in the DSA component in KSCARES on the SESP/COUP screen for no more than six months from the time of initial referral. SESP should be coded "0" hours in DSA.

  3. Review the DSA component no less than every six months. The review may include input from the local DV/SA Center and the DSA survivor. 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 DSA survivor is participating in the DSA component. DCF funds may be used for supportive payments based on the DSA survivor’s need to ensuring safety, thereby facilitating work. Special expenses of DSA survivors such as rent and utility deposits, and moving expenses may be covered. However, once safety is assured, DSA survivors are expected to meet basic needs from their income.

  5. Penalties will not be applied for failure to comply with DSA component activities. However, DSA survivors who do not follow through with DSA activities and monthly reporting requirements will be reassessed and reassigned to other work program activities. Penalties may be applied in cases where DSA survivors do not respond to appointment letters. In these situations, EES Case Managers 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 the DSA survivor from complying with DCF Work Program activities. DSA survivors are to be incorporated into DCF Work Program activities by the 6th month of DSA. As DSA survivors move closer to 18 months in the DSA component, they should be ready to move into employment or be reassessed for other self-sufficiency activities. This requires full coordination between the DSA survivor, the local DV/SA Center and EES.

 

Expectations for DSA survivors:

  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 engagement for services received 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 DSA Service Plan that includes safety planning activities.

NOTE: Following safety planning, local DV/SA Center staff may team with the EES Case Manager to provide input to reflect placement or removal from components and to provide the necessary EES support services. The need to continue the DSA assignment is assessed minimally at six month intervals.


Local DV/SA Centers:

  1. Are encouraged to complete a DSA program assessment on all TANF recipients referred from DCF and assess for appropriate DSA recommendation. The DV/SA Center will determine if the TANF recipient should be served. The DV/SA Center is encouraged to provide appropriate documentation to the DSA survivor for DCF Work Programs. Services should prioritize safety planning to keep DSA survivors 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 EES Case Manager is encouraged to promote the safety of the DSA survivor. DCF/EES will rely on the DSA survivor to provide monthly reporting between DCF and the local DV/SA Centers.

3330.10 Physical Health Care (PHC) - TANF Only - This component should be utilized when the client is addressing specific short term or permanent health limitations which have been documented using the ES-4309 or other medical evaluations. If the client has verified documentation they cannot work and are pursuing federal disability benefits, they may be placed in PHC without any corresponding primary activities.

PHC is appropriate to use while a client is in the 2 month CU exemption period. If medical complications continue after the two month exemption period, a note should be made on the description line of COUP explaining why PHC is being extended.

PHC 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 employment focused activity in addition to the PHC component whenever appropriate.  Clients placed in PHC must be reviewed no less than every 6 months at which time updated documentation may be required.

 

3330.11 Reserved

 

3330.12 Cash Closed for Work Program Non-Cooperation Penalty (WP1, WP2, WP3) - When a client is placed on penalty for non-cooperation with work programs, and the penalized client remains eligible for Job Transitional services (JOTR), the appropriate WP1, WP2, or WP3 code will be used on SESP for 0 hours. This component may be set for the 12 months of the JOTR period. If the client is not eligible for JOTR, the case manager will note the appropriate WP code on SESP and close the work program case on KSCARES.

Note: When cash is closed for reasons other than a penalty and the client is eligible for JOTR services, the case manager will use the component code which most closely describes the activity which closed the cash i.e.: EMP. Additional explanation may be put on the description line if needed. Please refer to KEESM 3410 for reasons that would revoke the client’s eligibility for JOTR services.

3330.13 Workforce Investment Opportunity Act (WIA) - TANF Only - When a client is referred to WIOA, the KsCares Work Program case should be open and the Self-Sufficiency Plan (SESP) would indicate that the individual is in the WIA component for 0 scheduled hours. The start date of the WIA activity should be the date of the DCF referral to WIOA services. When the EES staff is notified that the client is participating in WIOA services, SESP should be modified to reflect the actual WIA activity and hours of participation.

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 EES staff. [See 3300.2 (2)].