B. Overview of Manualapps.state.or.us/caf/fsm/pdf/FSM_56.pdfFSML - 56 01/01/10 Introduction B –...

FSML - 56 01/01/10 Introduction B – Overview of Manual B - 1

B. Overview of Manual Welcome to the Family Services Manual. This manual is designed to cover the basic information needed to provide effective case management. Case management services are available to all Department of Human Services (DHS) clients regardless of the self-sufficiency program through which they receive benefits. These services focus on helping the clients we serve develop their own strengths and assist them in becoming self-supporting. This is accomplished in an environment that treats people with the respect and dignity that honors their differences. To use this manual, you need to know something about its structure:

• It is organized around program and service areas. For example, the Supplemental Nutrition Assistance Program (SNAP) chapter contains all the information you need to make accurate eligibility decisions around SNAP benefits. Within that chapter, you will find specific eligibility topics (e.g., Social Security number (SSN) and Oregon residency), as well as broader sections tying together policy on serving special groups (e.g., noncitizens or students).

• Eligibility and case management information, rules, procedures, computer coding, forms, narrative points and case management decisions are integrated throughout the text.

• As much as possible, the manual is written in a narrative form that follows the eligibility determination and case planning process as it occurs in our branch offices. Information on client assets, confidentiality and other general subjects is grouped together, because users will be referring to this information for multiple program decisions. Tables and other visual aids within individual chapters present some information in a shortened, quickly accessible form.

• The manual integrates official policies and procedures of the department with information based on the department’s principles and expectations. The intent and expectation statements serve to explain the purpose of a program, benefit or eligibility requirement in support of principle-based decision making. In a few cases, information exists as separate Worker Guides.

• The manual is organized to help you locate information to make a case decision. In some cases, you will find pointers to an Oregon Administrative Rule (OAR). The full text of the OARs is available online for your information. Staff need to read the applicable rules in the Administrative Rules Manual.

• The manual has a centralized list of definitions (GP A) for terms that are used frequently or for multiple programs.

FSML - 56 B - 2 Introduction B – Overview of Manual 01/01/10

• If you believe any part of the manual is inconsistent with a rule, please inform the CAF Self-Sufficiency Programs Policy Coordinator or the appropriate program analyst.

SEE A LISTING OF PROGRAMS AND THE CONTACT RESOURCE INFORMATION IN IN-C.

Internet Manuals The online versions of the Self-Sufficiency Programs manuals are available at http://www.dhs.state.or.us/policy/selfsufficiency/. Select the manual you want: Family Services, Administrative Rules, Computer Guide, etc. Information on the most recent update of the Family Services Manual (revision number and effective date) is to the right of the title in each section of the manual.

FSML - 56 01/01/10 Introduction C – Contact List C - 1

C. Contact List

1. Information Resources Information Resource Phone Abstinence Education Sandra Harms

Roxanne Horsey 503-945-6134 503-945-6098

Adoption Assistance A – D E – K L – Q R - Z

Chris Mulligan Cathy Reeves Scott Wickline Gayle Smith

503-945-6729 503-945-5685 503-947-5311 503-947-5370

Alcohol & Drug Lisa Buss/Amy Sevdy 503-945-7017 Alternate Formats [email protected] 503-373-7690 FaxAmeriCorps (Teen Pregnancy Prevention)

Tina McCollum

503-945-6906

Breastfeeding (TANF) Amy Sevdy 503-945-7017 CAF SSP Web applications (such as Notice Retention, OHP application tracker, SNAP, and TANF calculation webpage)

Lisa Stegmann Service Desk

503-945-6725 503-945-5623

CAF Child Welfare Training Unit Manager CW Training Specialist CAF Events Coordinator FACIS Trainers ORKIDS Trainer

Karyn Schimmels Judy Helstrom Sue Ellen Seydel Deborah Martinmaas Adelaid Turner Jill Raichel

503-945-6646 503-945-6681 503-945-6687 503-373-7714 503-378-5817 503-373-7869

CAF SSP Training Unit Manager Admin/Training Support Specialist Trainers

Bonnie Murray Cori Budrow Annette Aylett Douglas Bloom Trevor Baker Michelle Brandt Laura Cox Scott Ciullo Karrie Farrell Gus Frederick Darlene Kelly (Assistant Manager/Lead) Terry Kester LaDonna Lofland Michael McDaniel Helena Scheratski Christine Shaw

503-373-0995 503-373-1786 503-373-7893 503-373-7881 503-373-7402 503-373-7640 503-373-7681 503-373-7884 503-373-1711 503-373-7883 503-373-1465 503-373-7882 503-373-7669 503-373-7880 503-373-7665 503-373-7673

FSML - 56 C - 2 Introduction C – Contact List 01/01/10

Information Resource Phone Glenda Short Betty Silva Lori Van Dusseldorp Marie Vaughn Heidi Wormwood

503-373-7818 503-373-1754 503-373-1707 503-373-7651 503-373-7885

CAF Technical Training Unit Manager Administrative Support Video Conferencing Technical Trainers

Karyn Schimmels Cynthia Gallegos Brian Hebert Cynthia (‘thia) Evans Steve Bradley Jolly Hill Elizabeth Lair Christina Latham-Brown E. Pat Smith

503-373-7231 503-373-7838 503-508-6879 503-378-6337 503-378-6262 503-378-2772 503-373-7869 503-378-2776 503-378-2777

CAWEM Joyce Clarkson Michelle Mack

503-945-6106 503-947-5129

Child/Youth/Education issues Lawrence Piper 503-945-6074 Child Care Shiela Carter

Cassie Day Barbara Zharkoff

503-945-6110 503-945-5729 503-945-6087

Child Support See Specific Program Area CMS & FSMIS issues Lisa Stegmann 503-945-6725 Client Maintenance Unit (CMU) For changes or corrections to

eligibility coding 503-378-4369

Confidentiality Gloria Anderson 503-945-5700 DCI (Degree Completion Initiative)

Amy Sevdy Lisa Buss

503-945-7017 503-945-7017

Domestic Violence/TA-DVS Eligibility

Carol Krager Lily Sehon

503-945-5931 503-945-5624

Domestic Violence Training Team

Karrie Farrell Lori VanDusseldorp

503-373-1711 503-373-1707

EBT Bill Walker Lisa Stegmann Monte Burke

503-945-6075 503-945-6725 503-945-6111

Employed Persons with Disabilities Program

Brenda Sheppard (SPD) Jeff Stell

503-947-5204 503-945-6834

Employment Initiative Lauren Mitchell (SPD) 503-945-6479 Employment Services Phil Laymon 503-945-6128 ERDC Training Team Annette Aylett

Scott Ciullo Lori Van Dusseldorp

503-373-7893 503-373-7884 503-373-1707

Estate Administration Unit (EAU) Inquiries 503-378-2884


Information Resource Phone Exceptional Needs Care Coordinator (specialized case management of complex medical needs of clients in managed health care plans)

Each health plan has its own Exceptional Needs Care Coordinator. Use the OHP 9031A thru OHP 9031Z (Compare Your Health Plan Choices listed by county) to find toll free phone number for the client’s health plan.

Call the health plan’s toll free number to find out who the Exceptional Needs Care Coordinator is.

Family Support and Connections (FS&C)

Stephanie Jernstedt Patrick Ring

503-945-6737 503-945-7006

Forms and Documents Lynette Sylvester (use GroupWise email box: Forms, DHS)

503-378-3505

Fraud Hotline To report potential fraud 1-888-372-8301 1-888-FRAUD01

Health issues (Physical health, intellectual functioning, mental health, SSI)

Disability Liaisons: Sherry Wolf-Howe (N.Salem) Bill Hubbard (McKenzie Center) Nancy Magill (Albina) Kathleen Quick (Ashland) Becky Smallwood (Bend) Tony Morgan (Beaverton)

503-378-2731 x296 541-686-7555 x5357 503-280-6781 x238 541-482-2041 x256 541-388-6336 x42 N/A

Health Insurance Group (HIG) For assistance with Third Party Liability

503-378-6233

Housing Stabilization Program (HSP) HSP Contract

Carol Krager Lily Sehon

503-945-5931 503-945-5624

Investigations John Carter Rick Templeton

503-378-3765 503-378-3666

JASR payment screen Lisa Stegmann 503-945-6725 Job retention/transition SNAP:

Anne Hilgers Dawn Myers Rosanne Richard Sandy Ambrose Eliza Devlin Sarah Lambert Child Care: Shiela Carter Cassie Day Barbara Zharkoff

503-945-6105 503-945-7018 503-945-6077 503-945-6092 503-947-5105 503-945-6220

503-945-6110 503-945-5729 503-945-6087

JOBS Plus (operations & policy) Phil Laymon 503-945-6128 JOBS Microenterprise Lily Sehon 503-945-5624 JOBS Program Phil Laymon

Patrick Ring Amy Sevdy/Lisa Buss Lily Sehon Tracey O’Donnell

503-945-6128 503-945-7006 503-945-7017 503-945-5624 503-945-6094

Learning Disabilities Patrick Ring 503-945-7006


Information Resource Phone Mainframe Systems (CMS, FSMIS, JAS, SPL1, BENDEX, TPQY, EBT, Provider, Special Cash Pay)

Lisa Stegmann 503-945-6725

Managed Health Care Plans issues

See: Prepaid Health Plan Coordinators See: Exceptional Needs Care Coordinators

Medical programs of CAF Self-Sufficiency (OHP, TANF medical, TANF extended medical, CAWEM)

Joyce Clarkson Michelle Mack Carol Berg

503-945-6106 503-947-5129 503-945-6072

Medical Training Team (MAA/MAF and OHP)

Annette Aylett Terry Kester Betty Silva Heidi Wormwood

503-373-7893 503-373-7882 503-373-1754 503-373-7885

Medical transportation Medical transportation program manager in DMAP

503-945-6493

Medicare Part D and Low Income Subsidy (LIS)

Christina Jaramillo 503-947-5281

Mental Health Lisa Buss/Amy Sevdy 503-945-7017 MHO exceptions Anita Miller 503-945-9447 Noncitizen Training Team Annette Aylett

Heidi Wormwood 503-373-7893 503-373-7885

Noncitizen policy See specific program analyst Noncustodial parents DCS Program Analyst (Child

Support Issues) 503-986-6166

Notices Content Technical Issues

See Specific Program Area Lisa Stegmann

503-945-6725

NOTM: Content Technical Issues

See Specific Program Area Lisa Stegmann

503-945-6725

OHP program See Medical programs OHP (information on medical services covered)

DMAP

503-945-5772 (Salem) 1-800-527-5772

Office of Payment Accuracy and Recovery (OPAR) Policy Analysts

Carolyn Thiebes (HIG,PIL,MPR) Karen Collette (FIU,OWU,ORU) Rachelle Avery (PAU) Sharon Arrington (CMU) Rick Mills (EAU, IRS)

503 -378-3507 503-378-3510 503-378-3299 503-378-3304 503-378-2783

OSIP Michael Avery Jennifer de Jong Joanne Schiedler (SPD) Jeff Stell

503-945-6410 503-945-5856 503-947-5201 503-945-6834


Information Resource Phone Overpayment: Collections Writers Screens/Systems questions

Steve Stover Robert O’Shea Donna Duclos Lisa Stegmann

503-373-7743 503-373-1872 503-373-1872 503-945-6725

PC JAS Service Desk 503-945-5623 Personal Injury Lien (PIL) Inquiries 503-378-4514 Post-TANF Phil Laymon

Tracey O’Donnell 503-945-6128 503-945-6094

Prepaid Health Plan Coordinators (managed health care plans enrollment issues)

DMAP: Call the 800 number to identify the PHP Coordinator for the health plan you are interested in.

1-800-527-5772

Presumptive Disability/OSIP Erika Miller (SPD) 503-373-0775 Pre-TANF Stephanie Jernstedt

Tracey O’Donnell 503-945-6737 503-945-6094

Prevention Services Lawrence Piper 503-945-6074 QMB Dale Marande

Jeff Stell 503-945-6476 503-945-6834

RACF Kelley Heenan 503-378-2101 x313

Refugee Programs Tony Scott Neeru Kanal

503-947-5261 971-673-5774

Repatriate Gloria Anderson 503-945-5700 SSI Erika Miller (SPD) 503-373-0775 SSP E-Learning Training Team Annette Aylett

Cori Budrow Scott Ciullo Gus Frederick Terry Kester Christina Latham-Brown Betty Silva

503-373-7893 503-373-1786 503-373-7884 503-373-7883 503-373-7882 503-378-2776 503-373-1754

SSP Instructional Technology Training Team

Gus Frederick 503-373-7883

SSP Essentials Training Team Douglas Bloom Karrie Farrell

503-373-7881 503-373-1711

STARS Sandra Harms Roxanne Horsey

503-945-6134 503-945-6098

State Family Pre-SSI/SSDI Program (SFPSS)

Patrick Ring Janet Dornhecker

503-945-7006 503-945-5195

Student Child Care Program Shiela Carter 503-945-6110 Subpoenas Gloria Anderson 503-945-5700


Information Resource Phone Supplemental Nutrition Assistance Program (SNAP)

Anne Hilgers Dawn Myers Rosanne Richard Sandy Ambrose Eliza Devlin Sarah Lambert

503-945-6105 503-945-7018 503-945-6077 503-945-6092 503-947-5105 503-945-6220

Supplemental Nutrition Assistance Program - Employment and Training (OFSET)

Anne Hilgers Dawn Myers Rosanne Richard Sandy Ambrose Eliza Devlin Sarah Lambert

503-945-6105 503-945-7018 503-945-6077 503-945-6092 503-947-5105 503-945-6220

Supplemental Nutrition Assistance Program Training Team

Scott Ciullo Karrie Farrell Darlene Kelly Betty Silva Heidi Wormwood

503-373-7884 503-373-1711 503-373-1465 503-373-1754 503-373-7885

TANF Tracy O’Donnell Amy Sevdy/Lisa Buss Cassie Day Carol Krager Patrick Ring Stephanie Jernstedt Lily Sehon Phil Laymon

503-945-6094 503-945-7071 503-945-5729 503-945-5931 503-945-7006 503-945-6737 503-945-5624 503-945-6128

TANF Child Support Amy Sevdy/Lisa Buss Carol Krager (Good Cause)

503-945-7017 503-945-5931

TANF Civil Rights Issues Patrick Ring 503-945-7006 TANF Disability Issues Patrick Ring 503-945-7006 TANF Re-engagement or Disqualification

Patrick Ring 503-945-7006

TANF Time Limits Tracey O’Donnell 503-945-6094 TANF Training Team Scott Ciullo

Karrie Farrell Darlene Kelly Lori Van Dusseldorp

503-373-7884 503-373-1711 503-373-1465 503-373-1707

TANF Tribal Policy Tribal TANF Agreement

Lily Sehon Tracey O’Donnell

503-945-5624 503-945-6094

TANF Vocational Training Lisa Buss/Amy Sevdy Phil Laymon

503-945-7017 503-945-6128

Tax credits Phil Laymon 503-945-6128 Teen services (teen parents & non-parenting teens)

Lawrence Piper 503-945-6074

TRACS Leslie Potter Lisa Stegmann Service Desk

503-945-6293 503-945-6725 503-945-5623

Translation [email protected] 503-373-7690 Fax


Information Resource Phone Tribal issues - Indian Child Welfare Act (ICWA) - Tribal TANF

Mary McNevins Rick Acevedo Lily Sehon

503-945-7022 503-945-7034 503-945-5624

Trusts (OSIP) Michael Avery Joanne Schiedler (SPD)

503-945-6410 503-947-5201

ViewDirect reports (aka Mobius)


Vocational Rehabilitation Services

Ron Barcikowski 503-945-6734

Workforce Investment Act (WIA)

Phil Laymon Lily Sehon

503-945-6128 503-945-5624

WSIT/WJSS (JOBS child care payment screens)


2. Information Resource E-mail Groups (GroupWise e-mail addresses for policy questions) Program Name E-mail Address CAF SSP Training Unit CAF, SSPTraining Child Care Program Policy, Childcare Supplemental Nutrition Assistance Program Policy, FS Medical Program SSP-Policy, Medical Office of Payment Accuracy and Recovery Policy questions related to: HIG, PIL, Overpayments, Fraud, EAU

Policy, OPAR

TANF Program Policy, TANF

3. Other Resources Item Resource Phone Children: abused, neglected

CAF Child Welfare (formerly SCF) See “Blue Pages” of a local phone book

Domestic violence Crisis Programs www.dhs.state.or.us/abuse/domestic/gethelp.htm

Look under “Crisis” in your local phone book

Early childhood education

Oregon Department of Education or local school district

503-378-5585 See “Blue Pages” of a local phone book

Health insurance for low-income families

Office of Private Health Partnerships 1-800-542-3104


Item Resource Phone Immigration and Naturalization Service Information

General Information 503-326-5930

Medical coverage information for women, children, and teens not eligible for DHS medical programs

SAFENET – Statewide Metro-Portland/Tricounty Immunization Information Teen Health Infoline

1-800-SAFENET 503-306-5858 1-800-998-9825

Nutrition Information Ellen Schuster 541-737-1017 Rehabilitation for employment

DHS Vocational Rehabilitation (formerly VRD)

503-945-5880 1-877-277-0513 (Toll Free) TTY: 866-801-0130

Specialized services for clients: educational support, I&R, lunch buddy programs, mentoring, recreational activities, resource locations, seasonal programs, socialization programs, special projects, transportation, work experience, AmeriCorps volunteers

DHS Volunteer Services See local DHS Volunteer

FSML - 56 01/01/10 Case Management B – Client Assessment B - 1

B. Client Assessment Intent: Assessment is an ongoing process that occurs in all client contacts to gain and

maintain an understanding of strengths and needs of the client and the whole family. We use assessment information to match clients with the most suitable self-sufficiency-enhancing services.

1. Screening and Assessment Requirements SNAP, REF and TANF applicants and recipients must cooperate in determining employment status.

General Provisions: 461-130-0305 The My Self Assessment (DHS 7823) form is the designated initial screening tool to be completed by TANF-eligible adult applicants and reviewed by case managers prior to development of a case plan. The Department of Human Services (DHS) is responsible for assisting the client if they need help completing the form. TANF and REF applicants must receive an initial orientation to the JOBS program and be provided with information about services and support through other DHS programs such as FS&C, Post-TANF, SFPSS and TA-DVS. All potential OFSET participants must complete an assessment before a case plan is completed. All potential JOBS participants must be offered screenings for domestic violence, learning needs, alcohol and drugs (A&D), mental health and physical health. In the TA-DVS program, safety concerns must be assessed within eight working hours. In Pre-TANF and ongoing programs such as JOBS, Post-TANF, SFPSS and TANF, family stability and employment readiness concerns will be continually assessed through program participation, work with partners and ongoing contacts with the client.

Definitions; SNAP OFSET Components and Activities: 461-001-0020 Definitions of Terms, Components, and Activities; JOBS, Pre-TANF, Post-TANF, TANF: 461-001-0025

TA-DAVS; Application for Assistance and Effective Dates: 461-135-1220 Limits to OFSET Components and Activities: 461-190-0310

Screening and assessment information includes client strengths, interests, disability concerns, family circumstances, JOBS status and vocational aptitudes and preferences. This information is then used to mutually determine an employment goal, level of JOBS participation and necessary support services.

Definitions of Terms, Components, and Activities; JOBS, Pre-TANF, Post-TANF, TANF: 461-001-0025

FSML - 56 B - 2 Case Management B – Client Assessment 01/01/10

Assessment includes an initial screening of the client for possible disabilities that would affect participation and the choice of the case plan activities. The Americans with Disabilities Act of 1990 (ADA) and section 504 of the Rehabilitation Act of 1973 (section 504) protect individuals from discrimination based on physical, mental, cognitive or learning disabilities. Access to employment and self-sufficiency services and supports must exist for all clients regardless of disability status, and case plan activities should be reasonably modified, if necessary, to allow clients with disabilities to participate. Clients are also provided reasonable accommodations in order to participate in TANF/JOBS services and activities.

SEE SECTION F.3 IN THE TANF CHAPTER FOR MORE INFORMATION ON HOW ADA AFFECTS JOBS PARTICIPATION REQUIREMENTS.

2. Screening and Assessment Expectations

• Explain the intent of screening and assessment to the client before starting initial interview.

• Identify strengths (positive factors that can support self-sufficiency) and issues (potential unresolved factors that could diminish self-sufficiency). Staff utilize such tools as the Application for Services (DHS 415F) and the My Self Assessment (DHS 7823) forms.

• Listen to the client and allow them to offer their best thinking on strengths, issues and services.

• Allow the client an opportunity to self-identify a possible disability or other barrier to employment, and how that impacts their ability to obtain or maintain employment.

• Use open-ended questions and vary from the sequence of questions as needed for the natural flow of each assessment interview.

• Look for indicators of issues such as domestic violence, disability or substance abuse that could affect employment.

• Have available a knowledge of local labor market, referral process and resources so issues that arise during screening and assessment can be addressed.

• Identify potential retention issues and discuss how the client dealt with job issues in the past.

• To complete the assessment you may need to involve partners for further client evaluation.

The following types of assessment in 3, 4 and 5 are appropriate for clients in any program, including SNAP and ERDC. Employed clients may move quickly to the retention assessment.


3. Initial Screening and Assessment Initial assessment establishes the level of past and current client and family functioning. It also identifies what has improved or impaired self-sufficiency in the past. The My Self Assessment (DHS 7823), provides a format for completing an initial assessment that leads to an initial case plan. Prepare for the interview by reviewing application, file and narrative material for:

• History of assistance (on and off).

• Were they on assistance in other states?

• When was their last job? Full time? Part time?

• How often did they change jobs? What reasons are given for leaving jobs?

• Indicators of issues such as domestic violence, mental health, substance abuse, physical or cognitive conditions, child neglect or abuse (look for referrals noted to other agencies, frequent moves/partners, etc.).

Caution: Interview couples separately to assess domestic violence issues. Areas to cover in the initial screening and assessment include:

• Employment history and reasons for leaving.

• History on-and-off assistance.

• Employment goals, short- and long-term.

• Potential retention issues.

• Education history, grade level and level of basic skills; potential for learning disabilities.

• History and potential indicators for Mental Health, A&D, domestic violence and health issues affecting employability for client and family.

• Level of safety in current living situation for adults and children.

• Developmental needs of children, school performance of children.

• Current resources and strengths.

• Family stability and any concerns related to the children.

• Immediate service needs such as food, housing and health.

• Client’s thinking on areas to reach self-sufficiency.


• Support services needs such as child care and transportation.

• Stability and appropriateness of child care arrangements; client ability to select and maintain appropriate care.

• Family and household management skills, including parenting, budgeting, nutrition.

• Self-management skills such as hygiene and appropriate dress.

• Current legal issues.

4. Ongoing Assessment Screening and assessment continues after the initial plan is developed and is a part of all ongoing client contacts. The purpose of ongoing assessment is to evaluate the effectiveness of the plan based on an expanding knowledge of client capabilities. Areas to cover:

• Level of performance and cooperation in case plan activities.

• Appropriateness of support services payments.


• Need for more in-depth assessment of physical or mental limitations or learning disabilities.

• Client motivation to change.

• Current level of support from family for making changes.

• Effectiveness of current activities; client ability to cooperate; good cause.

• Issues that may not have been revealed in initial assessment, such as domestic violence, MH and A&D, parenting and children’s issues, etc.

• Indicators of issues such as domestic violence, mental health, substance abuse, physical or cognitive conditions, child neglect or abuse (look for referrals noted to other agencies, frequent moves/partners, etc.).

• Degree of communication and joint planning with partners involved in case plan.


5. Retention Assessment The purpose of retention assessment is to evaluate how capable the client and family are to continue improving self-sufficiency and enhance wages. Assess for retention issues from the first contact with the client so that case plans can address these issues right away. Areas to cover:

• Past work issues and how the client dealt with them.

• Level of support, challenges and ability to perform in the current work environment.

• Opportunities for advancement; skills needed for advancement.

• Relationships with coworkers and supervisors.

• Potential for fair labor issues with employer.

• How the client is balancing demands of work and family; level of support from family.

• Need for domestic violence intervention.


• Budgeting issues.

• Need for temporary support services to maintain employment.

• Appropriateness of support services payments and eligibility for DHS program benefits.

• Long-term job goals and plan to get there.

• Training needs to perform current job and achieve long-term goals.

• Client’s level of workplace culture skills vs. those sought by employers.

• Medical needs to continue current job.

• Ability to identify needs and access resources on their own.


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FSML - 56 CM-WG #1 01/01/10 Case Management Examples Page - 3

• Getting feedback from clients on effectiveness of brokered resource;

• Advocating with partners in behalf of the client.

Resources are used or developed to meet client needs. This means:

• Being aware of all community resources that clients commonly use;

• Knowing where to obtain information on resources for clients with specialized needs;

• Being aware of and using Central Office resources as needed;

• Alerting others in the branch/district of the need for new resources to meet newly discovered needs of clients.

Development of Plan

• Mutually develop the plan with the client for the family and individuals within the family based on the Assessment, Staffing, Brokering and Resources.

• Determine the long-term (usually employment) and short-term goals (intermediate steps for achieving the long-term goal).

• The employment goal is based on the client’s skills, job history and abilities.

• Identify activities to address the short-term goals.

• Prioritize the accomplishment of activities, if needed.

• Selected activities will include JOBS components and community resources.

• Establish time frames for beginning and completing the activity.

• Determine what resources the client, agency and partners can use to support the activity.

• Outline how the plan will be coordinated with partner agencies.

• Be clear about the case manager’s role in the plan.

• Establish dates for reviewing progress and the method of contact between the case manager and client.

• Update the plan as needed.

CM-WG #1 FSML - 56 Page - 4 Case Management Examples 01/01/10

2. Determining the Appropriate Focal Point of Case Management Keep in mind that family members may need more than one focal point of case management. WORK STATUS Ready to work

Identifiers: Good recent work history. Job losses are not client caused. There are no family or medical problems needing resolution. There are no issues that would interfere with employment. Any issues that need to be resolved can be done in off work hours.

Almost ready to work

Identifiers: No recent job history or job losses that may be client caused. Medical problems exist that need to be dealt with prior to employment. There are family problems that cannot be dealt with in off-work hours.

Working: Retention/Wage Enhancement

Identifiers: Client begins job, but has issues they are still working on. Includes clients moving to employment after TANF, clients in the Post-TANF Program, Refugee benefits or Pre-TANF Program ends. Client is working part time, and needs help finding full-time employment. Client wants to get a better paying job. Client needs skill building training or education to promote at current job or get a better job.

Child Care

Identifiers: Clients who are working or in JOBS activities, who need care for children under 13 or children under age 18 with special needs.

TEENS Teen Parent

Identifiers: Parents who are age 19 or younger. Teens (nonpregnant) on OHP or OHP/SNAP not living with parents/relatives

Identifiers: Teen lives with friends, is homeless or is living on their own.


• For clients who become employed while in the JOBS Program:

- TRA.

- Use one or more retention codes: RT, BR.

• For any employed client:

- Use the appropriate specific TRACS activity code when one exists. For example: JS, SL, MH, PT, DA, etc.

Eligibility

• Clients are eligible for JOBS services for retention and wage enhancement after their TANF or Pre-TANF Program benefits close due to employment.

• Employed SNAP, ERDC, and OHP clients can receive retention and wage enhancement services even if they did not become employed while in the JOBS program.

FOR MORE INFORMATION, SEE RULE 461-190-0211. Principle-Based Outcome

Employed clients who receive services to help them retain their first job increase their income through working more hours, promoting, or getting a better job.

6. Work Status Focal Point; Child Care Principle-Based Decision

When clients are working or participating in the JOBS program, their children are in safe, stable, and dependable child care that supports the child’s development. Clients and child care providers understand the payment system. Clients understand the need to pay the provider the copay, and providers are paid promptly.

Assessment

• View the development of the child care plan as an integral part of the client’s self-sufficiency plan for which the client and the case manager share responsibility.

• Coach the client on how to locate and select a quality child care provider using the “Four Steps to Select Your Child Care Provider” in the Parent Guide to Child Care (DHS 7478). Offer the client the local Child Care Resource and Referral phone number, and review the Provider Guide.


• Assist the client in determining if the child care situation does, or will, meet the children’s needs.

• Explain the payment system including the need to pay the copay.

• Inform client about the agency requirements for child care providers, including completion of the listing form and the criminal background check.

• Explain the relationship between DHS and the child care provider (the client is the employer of the provider even though the agency makes payment), including what the case manager may discuss with the provider.

• Determine if the child needs a special payment rate due to a physical, behavioral or medical disability.

• Determine if the children’s immunizations are up to date.

• On an ongoing basis, evaluate whether the work hours or JOBS activity hours correspond with the provider billed hours.

• Obtain the name, address and phone number of the child care provider.

• Determine whether the provider is a family provider or center.

• Discuss the implications for child care of odd work hours.

• Assist the client in problem solving on obtaining and retaining child care.

• Coach the client about the need to obtain a provider who can accommodate such things as overtime, alternatives for sick kids or sick providers, etc.

Possible questions

• Do your children have any special needs that a child care provider would need to deal with?

• Are the children’s immunizations current?

• How is the day care arrangement working out for you and your children?

• What is the name, address and phone number of your child care provider?

• Do you have any concerns about the type of care your children are receiving?

• What would you do if your children become sick? ...you have to work overtime? ...your provider gets sick? ...your work schedule changes?

• Are the school holidays or summer vacation going to affect your child care arrangements?

• Who is your backup provider?


Principle-Based Outcome Teen parents:

• Have healthy infants.

• Reside in safe living situations.

• Have no subsequent pregnancy.

• Become employed as soon as possible after completing their high-school-level education.

• Know the importance of assuming responsibility for personal choices.

• Understand short- and long-term consequences of safe, risky and harmful behaviors.

• Know communication strategies for avoiding potentially harmful situations; i.e., refusal skills and resistance to peer pressure.

• Know how to access community agencies that advocate for healthy individuals and families.

8. Teen Focal Point; Nonparent Teens on OHP/SNAP Not Living With Their Parents Principle-Based Decision

Teens receive services to stabilize their living situation, enable them to complete their education and become employed.

Assessment

• Determine the nature of the living situation. Is it safe?

• Determine if there are health issues that need attention.

• Address family planning issues.

• Determine educational status/school attendance.

Possible questions

• How is your living situation?

• How are you getting along in school?

• What are your plans for the future?


• How is your health?

• What agencies are you working with?

Staffing

• School staff and health professionals may need to be involved.

• Include other agencies that are working with the teen.

Brokering

• Assist client in accessing services of other agencies.

Resources

• Local: Local services to homeless youth, homeless youth shelters, WIA.

• Central Office: Information resource person.

Development of Plan

• Include high school completion.

• Include attending to health issues/referral to Health Services for health care services, including family planning.

• Identify steps for securing a safe, stable living situation.

• Identification of future goals including additional education and employment.

• Include Life Skills training.

Legal Considerations

Youth can be emancipated from their parents at age 16. Consider whether this might be appropriate.

Narrative/data entry

Coding on CMS: Work status codes. Coding on FSMIS: Work status codes.

Principle-Based Outcome

Teens:

• Become employed as soon as possible after completing their high-school-level education.



Clients who have domestic violence issues are employed and are at minimal risk of future abuse.

10. Family Issues Focal Point; Alcohol and Drugs Principle -Based Decision

Clients with alcohol and drug problems will have their chemical dependency identified, receive appropriate treatment and become employed as soon as possible.

SEE THE FAMILY ISSUES FOCAL POINT; HEALTH ISSUES (PHYSICAL, MENTAL,

INTELLECTUAL) IN THIS WORKER GUIDE (CM WG1.11). Assessment

• Look for patterns of behavior that indicate A&D issues.

• Use A&D screening and assessment providers to identify these issues as early as possible.

• Be alert to behavior that indicates relapse.

• Be alert to the possibility of other health issues, caused by, or related to, the A&D problems.

Possible questions

• Have you lost a job for excessive absence?

• Have you lost a job due to accidents on the job?

• How do you think drinking/drug use has affected your family?

• Have you ever been arrested for DUI? How many have you had?

• Are you struggling with a spouse, partner, friend, parent, child or sibling who you feel is abusing drugs or alcohol?

• Are you currently using alcohol or drugs? If not, when was the last time? What were you using and how often?

Staffing

• Include treatment providers.


• May include the DHS Disability Liaison.

Brokering

• Evaluate whether the treatment and other services the client receives is moving the client closer to becoming employable.

Resources

• Local: Client’s health plan, chemical dependency treatment programs, AA, Alateen, Al-Anon, NA.

• Central Office: Disability Liaisons, information resource person.

Development of Plan

• Set time frames for client making appointments for treatment.

• Include the treatment plan.

• Include dates for evaluation of progress.

• Identify the type of support group the client will participate in on a long-term basis following treatment.

• Determine if other family members have A&D issues that need resolution and identify actions client could take regarding them.

Tools

Documentation: Administrative Medical Examination/Report Authorization (DMAP 729); Comprehensive Psychiatric or Psychological Evaluation (DMAP 729A); Report on Eye Examination (DMAP 729C); Medical Record Checklist (DMAP 729D); Physical Residual Function Capacity Report (DMAP 729E); Mental Residual Function Capacity Report (DMAP 729F).

Releases: Authorization for Use and Disclosure of Information

(DHS 2099), 419M, SDS 532. Legal Considerations

A&D providers may have their own release of information forms. Some medical documents may have “Not for further release” stamped on them. If so, this means you cannot give copies of these documents to any other agency or person. Other agencies or persons will need to obtain the documents directly from the original source.


Ethical boundaries/cautions

Be alert to safety concerns on behalf of the noncustodial parent’s family (domestic violence issues).

Narrative/data entry

Coding on CMS: Put E in the JOBS status field; use the WTW case descriptor if the parent meets the welfare to work criteria or is a participant in the District 5 and 6 obligor JOBS program.

Coding on TRACS: Put Y in the Obligor field on TRACS. Coding on FSMIS: Appropriate ABAWD/OFSET coding.

Narrate: Noncustodial parent’s needs, visitation issues, child support

issues including when payment began, modification of support order.

Eligibility

OHP should be explored for A&D and mental health services. If eligible for food benefits, explore ABAWD/OFSET for support service payments. Noncustodial parents are eligible for JOBS support service payments. (Use OFSET payments only if JOBS cannot be used.)


Noncustodial parents become employed and pay child support as soon as possible. Noncustodial parents are a positive factor in their children’s lives.

15. Family Issues Focal Point; Housing Principle-Based Decision

Clients with stable housing are more likely to find and maintain employment. Assessment

• Use the Application for Services (Food Stamps, Cash, Child Care, Medical, Domestic Violence) (DHS 415F) and My Self Assessment (DHS 7823) to identify possible housing issues.

• Determine the nature of any housing issues. Are they related to high cost of housing, no credit history, poor rental history, history of evictions, poor credit history, domestic violence or need for drug/alcohol-free housing.


• Assess whether or not housing is a factor that is impacting the client’s ability to follow through with JOBS activities or as a reason they have lost jobs.

Possible Questions

• How long have you lived at your present address? How is that working for you?

• Tell me about any problems you are having related to housing. How are you handling those?

• What help (if any) have you accessed related to housing? How did that work for you?

• What are your plans related to housing?

Staffing

• Joint case planning with the client and Community Action agencies or other housing programs that address housing stabilization or self sufficiency may reduce the likelihood of long-term housing issues.

• Obtain the client’s permission before discussing their case with other agencies.

Brokering

• Assist the client in locating appropriate housing resources. Appropriate housing type may depend on other challenges that the client may be experiencing. Examples might include temporary housing needs, including family shelters (for homeless clients), domestic violence shelters or other safe housing (for clients experiencing domestic violence), drug-or-alcohol-free housing (for clients in recovery), transitional housing (for families who need case-management services while looking for permanent housing), low-income housing (for families with limited income or resources).

• When other challenges (not directly relating to housing) are contributing to the client’s inability to find housing, such as poor rental history or poor credit, refer to local services that might help with these issues.

Resources

• Community Action Agencies (CAA) for Housing Stabilization Program, utility assistance and other emergency housing assistance. You can find your local CAA at: http://cado-oregon.org/members.htm

• Housing and Urban Development (HUD) and Housing Authority Programs (HAP) for public and subsidized housing or purchasing options for low income families. You can access information about local resources at: http://www.affordablehousingonline.com/housingauthority.asp?State=OR

FSML - 56 01/01/10 Employment and Self-Sufficiency TOC Page - 1

Employment and Self-Sufficiency Services Table of Contents

A. Support Services 1. Supporting Self-Sufficiency, Family Stability and JOBS Case Plans 2. Support Service Payment Process 3. Noncustodial Parent Payment Process

B. Job Preparation and Entry Services 1. JOBS Program Entry 2. JOBS Initial and Regular Job Search 3. JOBS Life Skills 4. JOBS Basic Education and ESL 5. JOBS Parents as Scholars (PAS) 6. JOBS Job Skills Training 7. JOBS On-the-Job Training 8. JOBS Microenterprise 9. JOBS Vocational Training 10. JOBS Sheltered/Supported Work 11. JOBS Work Experience 12. Community Services Program 13. Providing Child Care for Community Services Program Participants 14. JOBS Work Supplementation 15. JOBS Plus for TANF Clients 16. JOBS Plus Process for TANF Wage Supplements 17. JOBS Plus SNAP Emergency Payments 18. JOBS Services to Noncustodial Parents – Suspended Activity 19. Referral to Tribal Programs

C. Retention and Wage Enhancement Services 1. Retention Services 2. UN Working Parent 3. Child Support Development 4. Post-TANF Program 5. Other Services in the Community

D. Self-Sufficiency and Intervention Services 1. Crisis Intervention 2. Alcohol/Drug (A&D) Treatment 3. Domestic Violence Services 4. Family Support and Connections 5. Mental Health 6. Rehabilitation Activities 7. Medical Issues Services 8. Child Health and Development

FSML - 56 Page - 2 Employment and Self-Sufficiency TOC 01/01/10

9. Stabilizing Living Situation/Housing Services 10. SSI Services 11. Other Self-Sufficiency Services

E. Youth and Child Services 1. Job Preparation and Entry for Teens 2. Self-Sufficiency Services

F. Teen Parent Services 1. High School Completion 2. Basic Education 3. Life Skills 4. Teen Parent Counseling 5. Other Teen Parent Services in the Community

G. Local Services: Partners, Activities and Procedures

H. JOBS Intervention and Stabilization Track (IST)

FSML – 56 01/01/10 Employment and Self-Sufficiency Services A – Support Services A - 5

• Staff must also issue a notice (use the DHS 456 or DHS 7822) to the client if a payment (such as transportation or child care costs) that a client receives on an ongoing basis is stopped (closed) or reduced. The effective date for closing ongoing support service payments is the day the case plan activities expire or the day the payment is no longer needed.

• If the client and the worker are not able to agree on the type or amount of a support service payment, the client must be given a denial or closure/reduction notice (use the DHS 456 or DHS 7822).

• If the worker offers the client a support service payment that is different in any way from the item that the client requested, the client must be given a notice of denial (use the DHS 456 or DHS 7822). This is true even if the client has accepted the alternative payment that the case manager has offered. The worker should note the alternate payment agreed upon with the client on the decision notice.

Note: Staff are required to explain this process to clients. Make sure to note in TRACS when this explanation has been given. With some clients, the process may only need to be explained one time. In other instances, it will need to be explained multiple times.

Note: You should use the “Request for Temporary Assistance for Needy Families

(TANF) Support Services and Notice of Decision and Action Taken” (DHS 7822) form to convey your decision to the client if the client made the request for a support service on the DHS 7822.

Example: A client is requesting a JOBS support service payment for car

insurance to go to and from a JOBS activity. The client resides in an urban area where there is adequate public transportation available. The client requests a transportation payment, saying that what she really wants is a payment for car insurance. The branch will authorize a bus pass to the client, but will not pay for the auto insurance. The case manager must issue the client a notice of denial, whether or not the client accepts the alternative payment. The client has the right to request a hearing.

DHS may reduce, close, or deny all or part of an individual’s request for a support service payment if any of the following are true:

• The client does not meet the definition of an eligible person as set out above;

• The individual making the request for the support service payment is disqualified for noncooperation with their case plan. However, the branch may authorize support service payments to disqualified clients if these payments are necessary for the client to re-engage in the JOBS program and end their current disqualification;

• The request is not related to the individual’s case plan; or

• A lower cost or no-cost alternative is available.

FSML – 56 A - 6 Employment and Self-Sufficiency Services A – Support Services 01/01/10 When services are stopped, denied or reduced, the client is eligible for an expedited hearing. Example 1: A client is requesting a housing payment so that she can move into

an apartment away from her grandmother’s home so that she can get out on her own. The client can continue to participate while residing in the grandmother’s home and no payment is necessary. The branch denies the payment request. The branch sends the client a denial notice.

Example 2: A client has been receiving JOBS child care payments for several

months for her two children while she is attending JOBS activities. The child care is no longer needed. The branch sends a notice to let the client know that DHS will no longer be paying child care.

Example 3: A client has been receiving JOBS child care payments over the

summer for her two school-aged children while she participates in JOBS. In September, the children will be returning to school. The client will still have a child care need, but at a lower amount than what she currently needs because the children will be in school much of the day. The branch sends her a notice informing her that her child care support service amount will be reduced effective September 1.

Expedited Hearings: 461-025-0315

Application Processing Time Frames; Not SNAP or Pre-TANF: 461-115-0190 Notice Situations; General Information: 461-175-0200

Standards for Support Service Payments: 461-190-0211

FOR MORE INFORMATION ON APPLYING FOR SUPPORT SERVICE PAYMENTS, SEE TANF SECTION B. FOR MORE INFORMATION ON NOTICES FOR SUPPORT SERVICE PAYMENTS, SEE TANF SECTION O.

Pre-TANF Program Payments Payments for basic living expenses in the Pre-TANF program are restricted to 200 percent of the TANF Adjusted Income/Payment Standard based on family size (see OAR 461-135-0475 for more information). When the case manager or branch denies a request for a basic living expense or support service payment in the Pre-TANF program, the branch sends the appropriate notice as it would under the same circumstances if the client were a TANF recipient.

Specific Requirements; Pre-TANF Program: 461-135-0475 Notice Situations; General Information: 461-175-0200

Verification DHS may require an individual to provide verification of the need for a support service payment prior to the approval and issuance of a support service payment. DHS can also

FSML – 56 01/01/10 Employment and Self-Sufficiency Services A – Support Services A - 7 require individuals requesting support service payments to provide verification of the need and the costs associated with such payments if verification is reasonably available. If verification is not reasonably available to the family, no verification may be required. Example: A case manager is prepared to make a housing payment for a

JOBS client. The case manager can require the client to provide proof that the person to whom the payment will be made is actually the landlord or the owner of the property, and that the amount requested is the actual cost. The case manager should assist the client in obtaining the needed verification.

Standards for Support Service Payments: 461-190-0211

Child Care Support payments for child care will be provided, as limited by OAR 461-160-0040, when necessary to enable the individual to participate in JOBS program activities and other self-sufficiency activities. Payments for child care will be made for:

(A) The lesser of the actual rate charged by the care provider or the rate established in OAR 461-155-0150. The department rate for children in care less than 158 hours in a month is limited by OAR 461-155-0150, except that child care may be paid up to the monthly maximum when children are in care less than 158 hours per month and:

(1) Appropriate care is not accessible to the individual at the hourly rate; or

(2) The individual is a teen parent using onsite care while attending education activities.

(B) The minimum hours necessary, including meal and commute time, for the individual to participate in JOBS or other activities or to obtain and maintain employment.

Child care payments may be provided when individuals are not participating in activities of the JOBS program if necessary for them to retain their provider. Only the minimum amount necessary to maintain the child care slot with the provider may be covered as established in OAR 461-155-0150. Not more than 30 days between scheduled JOBS activities may be covered.

Standards for Support Service Payments: 461-190-0211 Housing and Utilities A client who receives a TANF grant is expected to meet their housing and utility expenses out of the money received each month in the TANF grant. Therefore, for clients who receive a TANF grant, the department may make payments on a case-by-case basis as appropriate to enable the client to participate in plan activities, if the client otherwise meets the support service payment eligibility criteria of this section.

FSML – 56 A - 8 Employment and Self-Sufficiency Services A – Support Services 01/01/10 Conditions under which housing payments can be made: DHS can make payments for housing and utilities for clients while participating in case plan activities when needed to:

• Secure or maintain housing or utility services to prevent an eviction, or prevent a utility shut-off; and

• To help the client find or maintain employment or participate in activities documented on the case plan.

For clients who are in the Pre-TANF program, DHS will make payments if the client meets all eligibility factors for receiving a housing or utility payment and the request is less than or equal to 200 percent of the TANF Payment Standard. In order to receive a support service payment for housing or utilities, all of the following must be true:

• The client cannot make a shelter or utility payment due to lack of assets;

• The lack of assets did not result from a JOBS or child support disqualification, an IPV recovery or overpayment recovery (other than administrative error), or failure by the individual to pay the shelter or utility expense when funds were reasonably available. It is not DHS’ intent to force clients to choose between rent or utilities and other necessities of life such as food, clothing, or medicine. However, unreasonable client expenditures for items not needed to meet basic needs, such as lottery tickets, would not be considered acceptable for this provision; and

• The client’s case plan addresses how subsequent shelter and utility payments will be made. The case manager will be expected to explain this provision to the client and to help the client document how they will make future housing payments from their own existing or future resources.

Example: A client requests that DHS pay $57 rent to the Housing Authority because he does not have any funds available and will be evicted if DHS does not pay. The client has purchased lottery tickets, totaling over $60. The client would not be eligible for a housing payment as he had income available to pay rent and chose to use it for other expenses.

Example: A client requests that DHS pay $800.00 to purchase a used travel

trailer. It is not intended to use support service dollars to purchase any type vehicle or other items not related to completion of the case plan.

FSML – 56 01/01/10 Employment and Self-Sufficiency Services A – Support Services A - 11

attends, books, and supplies (applying first the loan and then any grants) if the financial aid award letter specifically permits this usage of funds.

Standards for Support Service Payments: 461-190-0211 Other Support Services DHS can also provide payment for other items that are directly related to participation in JOBS or other activities. These items can include, but are not limited to the following:

• Items necessary to obtain and retain a job or enhance a client’s wage and benefits;

• Reasonable accommodations of a client’s disability;

• Clothing;

• Grooming needs;

• Moving expenses to accept employment elsewhere;

• Books and supplies for education needs, subject to the limitations of OAR 461-190-0199 (Parents as Scholars);

• Tools;

• Bonding and licensing to obtain a job; and

• Tuition for approved vocational training plans when funding is unavailable from another source.

Parents as Scholars: 461-190-0199 Standards for Support Service Payments: 461-190-0211

2. Support Service Payment Process Payments are made by DHS staff designated by the branch or contractor staff designated by DHS to issue vouchers. All payments except JOBS Plus wage reimbursement and child care are made using the following methods:

• Check entered on JASR to client or dual-payee to client and provider.

• A revolving fund check to client or dual-payee to client and provider, and entered on JASR.

• A Business Practices Review Negotiable Items – Other (DHS 0219 N) for bus passes.

Note: For COI only, this amount is calculated and added to the TANF grant when the COI Need code is entered on CMS.

FSML – 56 A - 12 Employment and Self-Sufficiency Services A – Support Services 01/01/10 The preferred method is a check issued to the client through overnight JASR, to arrive in time for the client to meet participation needs. A revolving fund check should be used only in emergencies.

SEE THE COMPUTER GUIDE, III- B AND III-C FOR INSTRUCTIONS ON CREATING A JAS SCREEN AND MAKING SUPPORT SERVICES PAYMENTS.

Child Care Payment Process: Child care payments are issued using the JCCB process or a check to reimburse the client for allowable child care they have already paid.

SEE THE CHILD CARE CHAPTER FOR DETAILS ON THE PAYMENT PROCESS. Noncustodial Parent Process: Noncustodial parents who have a child receiving TANF and participate in the JOBS program may receive support service payments just as if they were a custodial parent participating in JOBS.

3. Noncustodial Parent Payment Process Requirements:

• Noncustodial parents participating in JOBS case plan activities are eligible for JOBS support services, per item 1 above.

• Noncustodial parents eligible for or receiving food benefits may be served by the JOBS program, but cannot receive both JOBS and OFSET program services and support payments.

• See A.1 above for JOBS support services requirements.

Payment Process: See A.3 above for JOBS payment process.

SEE B.18 IN THIS CHAPTER FOR AN EXPLANATION OF JOBS SERVICES TO NONCUSTODIAL PARENTS.

FSML - 56 Employment and Self-Sufficiency Services B – 01/01/10 Job Preparation and Entry Services B - 7

5. JOBS Parents as Scholars (PAS) Expectations: Intent: The intent of Parents as Scholars (PAS) is to help support TANF clients who are

or will be undergraduates in beginning or continuing a two- or four-year degree program.

The number of parents in PAS at any time may not exceed one percent of the TANF households on January 1 of that calendar year. PAS is administered at the state level. The Central Office JOBS Unit will:

• Accept applications.

• Select participants.

• Ensure that applicants are applying for or receiving TANF at the time of selection.

• Transition DCI participants to PAS on October 1, 2008.

• Notify a PAS applicant when:

- The applicant is not approved for PAS.

- The applicant is placed on a waiting list for PAS.

- The applicant is approved for PAS.

• Notify the applicant’s worker and the district PAS point person when an application has been received and the PAS status of the applicant (approved, not approved or wait listed).

• On January 1 of each calendar year, determine the number of PAS slots available statewide based on one percent of the number of TANF households receiving TANF on January 1 of that year.

• Ensure that the number of parents in PAS at any time does not exceed the number of PAS slots available.

• Maintain a PAS wait list as necessary.

Branch offices with PAS participants:

• Carry the TANF case and determine initial and on-going TANF eligibility.

• Inform TANF applicants and recipients about PAS and the opportunity to apply for PAS.

Employment and Self-Sufficiency Services B – FSML - 56 B - 8 Job Preparation and Entry Services 01/01/10

• Make PAS applications available in both the branch offices and contractor locations.

• When notified by Central Office that a PAS application has been approved, notify the PAS applicant of the approval and the ongoing requirements the PAS participant must meet, create a new PDP with a PS step and code the case PS.

• Issue support services, including transportation and child care, as needed according to the individual needs of the PAS participant.

• Offer PAS applicants and recipients the opportunity to take an alcohol and drug, mental health, learning needs, domestic violence and physical health screening during the Pre-TANF period and at any time during the life of the TANF case when indicators of an issue arise.

• Track and enter attendance during the first 12 months a participant is in PAS. The PAS participants should self-report attendance and homework time using the Education or Training Attendance Report (DHS 7861). The PAS participant should fill the form out weekly but may turn it in to their local branch office monthly.

• Ensure that PAS participants provide documentation of satisfactory progress as defined by the school. This documentation must be provided quarterly or after each academic term or semester at the school. Ensure that PAS participants provide the department proof of full-time enrollment in school prior to the beginning of each term or semester.

• Notify the Central Office JOBS Unit when the PAS participant does not provide documentation of satisfactory progress or is not making satisfactory progress as defined by the school.

• Notify the Central Office JOBS Unit when the PAS participant is no longer attending school.

• Notify the Central Office JOBS Unit any time a PAS participant becomes ineligible for TANF.

• Offer re-engagement and determine good cause. Notify Central Office when good cause is not found and re-engagement is unsuccessful.

Type of Service: A participant may remain in PAS for the length of time required by the participant to complete their two- or four-year degree. Generally, a two-year degree may be completed within two years and a four-year degree within four years. However, there may be circumstances in which a participant requires more than the usual length of time to complete their degree.


A participant in PAS receives the following:

• TANF cash assistance.

• JOBS support services such as transportation and day care costs.

• JOBS support services to pay for books and supplies if:

- The books and supplies are required for completion of the participant’s coursework at an educational institution;

- There is no other funding available for books and supplies; and

- No more than $100 per academic term or semester is used to pay for a PAS participant’s books and supplies.

Note: “No other funding available” means that the PAS participant does not have access to grants, loans or other funds that will allow them to fully pay the cost of books and supplies. If a PAS participant does have access to such funds, however, the PAS participant must use the funds to pay for the school-related needs for which the funds are intended, including for books and supplies. If the PAS participant does not have access to grants or loans or other funds that will allow them to fully pay for books and supplies, the PAS participant will not be required to pursue additional grants or loans prior to the department paying for up to $100 per term or semester when the conditions above are met.

DHS cannot pay for a PAS participant’s tuition or fees associated with enrollment at an educational institution. Applying for PAS: A parent may apply for PAS by completing and signing the JOBS Parents as Scholars (PAS) Application (DHS 7794) and sending it to the Central Office JOBS Unit at the address listed on the application. The PAS application must include:

• Documentation that the PAS applicant is an undergraduate who has been accepted for full-time attendance into or is enrolled full-time at an educational institution.

• Information that demonstrates that completion of the applicant’s educational program is likely to result in employment that provides the wages and benefits needed for the applicant to support the applicant’s family without TANF.

If a PAS applicant does not include the information above or the PAS application is otherwise incomplete, the applicant will be sent the DHS 7797 notifying the applicant that they are not approved for PAS because the application was incomplete but that they may reapply for PAS.


Although the PAS application requires that an applicant list a field of study, a PAS participant is not required to remain in that field of study and may choose to change their field of study while in PAS. A TANF applicant or recipient who is applying for PAS and who is currently taking classes toward their two- or four-year degree should be given two weeks to apply for PAS and have a determination from the Central Office JOBS unit of PAS status before they are required to participate in JOBS activities that interfere with their classes. This remains true regardless of whether the PAS applicant is JOBS mandatory. During this two-week time period, a TANF applicant or recipient who is applying for PAS and who is currently taking classes toward their two- or four-year degree may be required to participate in JOBS activities that do not interfere with their classes. A TANF applicant who is applying for PAS is not required to remain in Pre-TANF for any period longer than the time determined necessary and beneficial to the applicant.

Specific requirements; Pre-TANF Program: 461-135-0475 PAS Wait List Once the maximum number of PAS slots have been filled, a PAS wait list will be created. Applicants will be added to the wait list in the order of the date and time the completed application is received by the Central Office JOBS Unit. The Central Office JOBS Unit will notify the applicant as well as the applicant’s worker and/or the district’s PAS pointperson that the applicant has been added to the wait list. A PAS applicant who is on the wait list and who is JOBS mandatory is required to participate in appropriate JOBS activities until a PAS slot becomes available. The PAS applicant’s worker and/or the district PAS pointperson should work with the PAS applicant to ensure that, whenever possible, JOBS activities do not interfere with the PAS applicant’s classes. When an opening in PAS becomes available, the Central Office JOBS Unit will notify the next applicant on the waiting list. The Central Office JOBS Unit will also notify the applicant’s worker and/or the district’s PAS pointperson that a slot has become available. Once each year, the Central Office JOBS Unit will ask each PAS applicant on the wait list whether they would like their name removed from the wait list. The names of any PAS applicants who wish their names to be removed will be removed. The name of any PAS applicant who does not respond will not be removed. PAS Selection Criteria To participate in PAS, a parent must be:

• Applying for or receiving TANF, and

• An undergraduate beginning or continuing a two- or four-year degree program, and


• Accepted for full-time attendance into or enrolled full time at an educational institution, and

• Able to show as part of their application for PAS that completion of their educational program is likely to result in employment that provides the wages and benefits necessary for the applicant to support their family without TANF.

The educational institution must be a post-secondary school approved or accredited by the Northwest Commission on Colleges and Universities (http://www.nwccu.org/), by its regional equivalent, or by the appropriate official, department or agency of the state or nation in which the institution is located and that is a:

• Four-year college or university.

• A junior college or community college.

• A technical, professional or career school.

A PAS participant may attend an educational institution in Oregon or in another state via distance learning as long as the educational institution the participant is accepted for full-time attendance into or enrolled full time at meets the requirements of OAR 461-190-0199. The Central Office JOBS Unit will make sure that the school a PAS participant is attending or will be attending meets the requirements of OAR 461-190-0199. Requirements for PAS Participants: Once selected, a PAS participant must:

• Stay eligible for TANF. If the participant becomes ineligible for TANF, they cannot be in PAS.

• Give documentation of satisfactory progress as defined by the school to their case manager and/or to the district PAS pointperson. This documentation must be provided quarterly or after completion of each academic term or semester at the school. The documentation may be grades or other information from the school and may be provided electronically. Submit to the department proof of full-time enrollment in school prior to the beginning of each term or semester.

• During each academic term other than summer terms, attend classes full time as defined by the school unless there is good cause to limit attendance to less then full time. During summer terms, attend classes full time or participate in work experience related to the participants’ field of study, unless there is good cause. If there is not a work experience related to the participant’s field of study available, participate in another appropriate work experience.


• For PAS participants in their first 12 months of PAS participation, report attendance and study time to their Self-Sufficiency worker no less frequently than once per month. (The DHS 7861 can be used for this.) A PAS participant taking online classes may verify attendance and study time by doing one of the following:

- Emailing or a faxing a copy of the completed DHS 7861 to an appropriate official at the school who may then fax or email a response verifying attendance and study time. The verification must include the official’s name, title and contact information. The PAS participant then must provide the DHS 7861 and the verification to their Self-Sufficiency worker.

- Providing a computer printout showing time spent online for school activities. The printout must include the school official’s name, title and contact information The PAS participant then must provide the printout to their Self-Sufficiency worker.

During any months of PAS participation after the first 12 months, the PAS participant may self-report attendance and study time.

• Upon completion of the last academic term of the participant’s educational program, engage in work preparation activities if appropriate and if the participant is not already accessing such services through another provider such as their college or university. Work preparation activities may include resume preparation, job search, interviews, work experience and other activities related to job placement.

Ending PAS PAS must be ended when:

• The PAS participant completes their two- or four-year degree program.

• The PAS participant becomes ineligible for TANF.

• The PAS participant does not provide documentation of satisfactory progress as defined by the school or is not making satisfactory academic progress as defined by the school, the re-engagement process ends unsuccessfully and no good cause is found.

The PAS participant does not submit to the department proof of full-time enrollment in school prior to the beginning of each term or semester, the re-engagement process ends unsuccessfully and no good cause is found.

• For terms other than summer term, the PAS participant does not attend classes full

time as defined by the school, the re-engagement process ends unsuccessfully and no good cause is found. During summer terms, the PAS participant does not attend classes full time or participate in work experience related to the participants’ field


of study, the re-engagement process ends unsuccessfully and no good cause is found.

• A PAS participant in their first 12 months of PAS participation does not report attendance and study time to their Self-Sufficiency worker once per month using the DHS 7861, the re-engagement process ends unsuccessfully and no good cause is found.

Good Cause: 461-130-0327

Re-engagement; JOBS, Pre-TANF, REF, SFPSS, TA-DVS: 461-190-0231

JOBS Tracking and Data Entry: During the first 12 months of PAS participation, clients report attendance and study time no less frequently than once per month using the Education or Training Attendance Report (DHS 7861). During any months after the first 12 months, clients are not required to report attendance and study time. Count class “seat” time and lab time. Count supervised homework time and count one hour of unsupervised homework time for each hour of class “seat” time. Code participants in PAS with the “PS” activity code. VT and PAS: VT is appropriate for clients enrolled in an organized educational program directly related to the preparation for employment in occupations requiring training including training leading to a certificate or to an associate’s, a bachelor’s or another advanced degree. VT is a core activity, countable for up to 12 months. PAS is appropriate for clients in a two- or four-year degree program and who are enrolled in an educational institution pursuant to OAR 461-190-0199. The number of PAS slots available statewide is based on the number of households receiving TANF on January 1 of each calendar year. PAS is a countable activity for the first 12 months a participant is in PAS. In a case where a client appears to meet the criteria for both VT and PAS, use the VT step since VT allows more participants in the component than PAS.

Parents as Scholars: 461-190-0199

6. JOBS Job Skills Training Intent: The intent of job skills training is to provide short-term classroom training in

vocational and technical skills, or equivalent knowledge and abilities in a specific job area, for clients unable to meet their short-term employment goal without this training.

Definitions of Terms, Components, and Activities; JOBS, Pre-TANF, Post-TANF, TANF: 461-001-0025


Expectations:

• Consider the minimum training required to enable the client to reach their short-term job goal; usually six months or less, and not more than 12 months.

• Consider other concurrent activities for clients in training, including job search, as long as they do not interfere with training.

• Use JOBS funds to cover the costs of training assigned as part of a case plan.

Type of Service: Job skills training services include training offered by local employers, and technical trainings offered by local WIAs and community colleges in collaboration with employers. They may include training offered by private training providers. Examples include word processing, electronics assembly, production, CNA, entry level office occupations and other workforce development classes. Selection Criteria: Clients appropriate for job skills training are those who have a realistic short-term job goal, who have participated in enough job search activities to complete a labor market test and for whom the results of assessment and the labor market test show training is needed for them to meet their short-term job goal. This service is also appropriate for employed clients needing skills to enhance wages and benefits. Counting Hours of Participation: Jobs skills training may include course work and supervised study as reported by the educational provider and/or on the TANF Verification (DHS 1219SA) form. Attendance must be documented in writing and maintained in the client’s DHS or contractor case file or in a central file and include:

• A weekly itemization of school participation (for example, 20 hours of class time and homework for the week beginning Monday, June 1).

• Verification that the client’s activities were supervised on a daily basis.

• Client’s name.

• Actual hours of class time, supervised homework and other countable educational activities.

• Name of the school.

• Name and phone number of person verifying attendance hours.

JOBS Tracking and Data Entry: Job skills training activity time is entered on the JS activity from provider or client reports per district procedure, in a timely manner. Determinations of the client’s readiness to work towards a short-term employment goal and progress in training activities and case plan modifications must be narrated in TRACS. Good cause determinations for noncooperation must be done immediately and recorded in TRACS. Vocational Training courses that are 30 days or less will be coded JS.


7. JOBS On-the-Job Training Intent: The intent of on-the-job training (OJT) is to provide paid work experience and

training for a specified period of time and is for clients who are unable to meet their short-term employment goal without this training.

Expectations:

• Limit OJT placements to six consecutive months.

• Use JOBS funds to reimburse the employer for up to 50 percent of the participant’s wages.

• OVRS, WIA, and other agencies may also sponsor OJT activities and pay a wage subsidy to the employer.

• Develop an OJT contract to define training activities and outcomes, employer and participant expectations, progress communication schedule, wages and duration of placement.

• OJT participants will not be placed in any positions that displace current employees or positions, impair existing contracts or collective bargaining agreements, infringe on promotional opportunities for existing employees, violate health or safety standards, include duties not reasonable or customary for that occupation, or offer fewer benefits than those received by employees in similar positions.

Restrictions on On-the-Job Training, Unpaid Employment, Work Supplementation; JOBS: 461-190-0163

WIA WAGES MAY BE COUNTED AS INCOME. SEE RULE 461-145-0300. Type of Service: OJT services include contracts with employers usually negotiated by WIA agencies, to provide worksite training for specific periods of time (usually up to six months). Participants receive training as specified in the OJT contract, while receiving an entry-level wage. Participants are temporary employees, and there is usually no expectation that the employer will hire them permanently after training. Selection Criteria: Clients appropriate for on-the-job training are those who have a realistic short-term job goal, who have participated in enough job search activities to complete a labor market test, and for whom the results of assessment and the labor market test show that paid job site training and an employer subsidy is needed for them to access training to meet their short-term job goal. Counting Hours of Participation: It is expected that paid hours for UN working parents will be reported to DHS or contractor by the client from employer-produced documents, such as pay stubs, or employer reimbursement forms. Paid work hours and appropriate training time recorded as attendance must be documented in writing and maintained in the client’s DHS or contractor case file or in a central file and include:


• At least a weekly itemization of actual paid work hours (for example, 30 hours paid for the month of June).

• Client’s name.

• Name of employer.

JOBS Tracking and Data Entry: OJT time is entered on the JT activity from provider or client reports per district procedure, in a timely manner. Determinations of the client’s readiness to work at short-term employment goal, progress in training activities, and case plan modifications must be narrated in TRACS. Good cause determinations for noncooperation must be done immediately and recorded in TRACS.

8. JOBS Microenterprise Intent: The intent of the microenterprise component is to support clients in self-

employment.

“Microenterprise” means a small business that has fewer than five employees and capital needs no greater than $35,000. Typical microenterprises include child care, arts and crafts and business and personal services such as computer repair or hair care.

The microenterprise component of JOBS is a subset of self-employment. This means that there may be clients participating in JOBS who are self-employed but who are not in the microenterprise component. (For self-employed clients who are not in JOBS microenterprise, calculate the hours the client may participate in self-employment as a countable JOBS activity (UN) by dividing the self-employment income for a month by the Oregon minimum wage. This is the number of hours per month the client may participate in self-employment as a countable JOBS activity.)

Expectations:

• In order to participate in microenterprise as a JOBS component, a client must have a plan for their business that has been approved by a third party expert entity. A “third party expert entity” includes a member agency of the Oregon Microenterprise Network (OMEN), the Small Business Administration, the Service Corps of Retired Executives (SCORE) or other entity approved by the department.

• A client must provide their case manager with documentation that a third-party expert entity has approved their business plan. The approved business plan must include provisions for review of the client’s microenterprise progress by the approving third-party expert entity.

Any cost to the client of having a business plan prepared or approved is considered a business expense and is an allowable deduction from the client’s gross income.


• A client in the microenterprise component must participate in the microenterprise component for the number of hours required by the JOBS program or in a combination of the microenterprise component and other appropriate JOBS activities for the number of hours required by the JOBS program.

• A client in the microenterprise component may participate in a number of business-related activities to support their microenterprise. Examples of business-related activities that would support a client’s microenterprise include designing and creating products, making sales calls, taking classes to increase business skills, etc.

• A client in the microenterprise component must provide an income statement semi-annually to the department. This income statement must be prepared by a certified public accountant, bookkeeping firm or other entity approved by the department, according to generally accepted accounting principles and OAR 461-145-0920. “Other entity approved by the Department” includes OMEN, SBA, and SCORE.

Any cost to the client of having an income statement prepared is considered a business expense and is an allowable deduction from the client’s gross income. A client in the microenterprise component does not need to report self-employment income on the Self-Employment Income (DHS 859B) form.

• A client normally may participate in the microenterprise component for no more

than 12 consecutive months.

Case managers must contact the Central Office JOBS Unit and get prior approval if they have a client who wishes to participate in the microenterprise component for a second or subsequent period of time.

• Use JOBS funds to pay for child care, transportation, and other support needs of

clients participating in the microenterprise component of JOBS.

Do not use JOBS funds to pay for business equipment, supplies, wages or other business expenses that support the microenterprise. Do not use JOBS funds to pay for any costs related to preparation of a business plan or preparation of the semi-annual income statement the client must provide. Any cost to the client of having a business plan prepared or approved or having an income statement prepared is considered a business expense and is

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