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HomeMy WebLinkAboutC11-055 Eagle County Colorado Works Program Policies Eagle County Program Policies Colorado Works • EAGLE COUNTY i OVJ Contents CW -01 Case Closure for Non - Compliance CW -02 Child Care Availability CW -03'I Community Resource Investment Act (CRIA) CW -041 County Diversion CW -05 Dispute Resolution CW -06 Domestic Violence CW-07 Earned Income Tax Credit (EITC) CW -08 Fraud Prevention and Detection CW -09 Grandparent Guardianship CW -10 Hardship Extensions CW -11 Individual Development Account (IDA) CW -12 1 Job Readiness Work Activities CW -13 Mental Health & Substance Abuse Services CW -14 Non - custodial Parent Services CW -15 Out of Wedlock Birth Prevention CW-16 Sanctions CW -17 Segregated Funds CW -18 State Diversion CW -19 Statutory Rape Prevention CW -20 Supportive Services (Other Assistance) CW -21 l Transitioning from Colorado Works to Low - Income Child Care II Colorado Works Program Overview Colorado Works is Colorado's Temporary Assistance for Needy Families (TANF) program and provides public assistance to families in need. Colorado Works Program is designed to assist customers in becoming self- sufficient by strengthening the economic and social stability of families. Under Colorado Works, applicants who are either pregnant or have dependent children, and who meet other eligibility requirements, can receive cash assistance payments and /or services such as counseling and training. EAGLE COUNTY Health & Human Services it Colorado Works EAGL - COUNTY PROGRAM POLICY POLICY TITLE - REFERENCE Colorado Works C.R.S. 26 2- 711(1)(b) & (5)(a)(b) Case Closure for Non - Compliance CDHS Volume 3.626.4, 3.626.5 Agency Letter TCW 04 - 07 - I POLICY NO. EFFECTIVE DATE CW - 01 February 01, 2011 BACI(GROUND Work- eligible adult Colorado Works participants are required to engage in work activities whe they are determined to be job ready or once the participant has received assistance for 2 cumulative months. PURPOSE The Olowing policy describes guidelines in effect in Eagle County and are consistent with state tatutes and regulations. DEFINITIONS POLL Eagle ounty shall end a participant's basic cash assistance when a participant refuses to participate or makes no attempt to follow their IRC without providing Good Cause. Reason or adverse action The ba is cash assistance grant for a participant of the Colorado Works Program may be denied r discontinued in its entirety as determined by the county for a minimum of one month, if the applicant /participant refuses to participate in training, education, or work as agreed o in the IRC. A refusal constitutes: 4 . An affirmative statement by the participant, or li. Demonstrable evidence in which the participant has not engaged in any activity agreed to in the IRC. Cl. The participant fails to update their IRC without good cause If the participant cooperates by participating in some activities, but not others, that is not considered refusal to participate and should not be considered demonstrable evidence. If the case has been closed for demonstrable evidence, once the month of ineligibility is served, the participant or applicant may re -apply for cash assistance and must complete an assessment and sign a new IRC. I Good Cause Before a case can be denied or closed for demonstrable evidence, good cause must be considered. Good cause for not denying or closing a case is: • Participants who are domestic violence victims and participation in a Colorado Works activity would pose a danger to the participant or children • The death of an immediate family member • Incarceration • Inability to obtain child care • Illness in the immediate family, documented by a physician as requiring the care of the parent or caretaker • Family disaster such as a fire, flood or major crime victimization • Eviction necessitating a search for housing • Other situations which are reviewed by the Department Director as meeting the definition of a time - limited family emergency. The process for establishing good cause shall be: • A participant may request conciliation or good cause exception from the imposition of case closure for demonstrable evidence at the conciliation appointment. A request for conciliation is a request to explain the mitigating circumstances that interfered with compliance with activities required b P the Individual q v dual Res onsibili Y Responsibility Y Contract. A request for good cause exception must be accompanied by written third party documentation verifying the event that caused non - compliance with the IRC. ir Adopted by the Eagle County Board of Coun , C i missio � rs . n this . T day of February, 2011. 4d. ffi Stavney,'C . man • Nothing in the Eagle County g ounty Colorado Works program shall be interpreted to create a legal entitlement in any participant to assistance or services provided pursuant to the Colorado Works program. Eagle County Colorado Works Program Policy Page 2 of 2 CW -01 Case Closure for Non - Compliance February 1, 2011 4 EAGLE COUNTY - Health & Human Services . Colorado Works ' LE COUNTY PROGRAM POLICY POLICY TITLE REFERENCE Colorado Works C.R.S. 26 -2- 711(5) Child Care Availability CDHS Volume 3.626.4(A)(B), 3.603.9 POLICY NO. EFFECTIVE DATE CW - 02 Februar y 01 , 2011 BACKGROUND Colorado Works participants who are work - eligible and job -ready are required to participate in work activities. Participants with children under age 6 must participate in wort. activities a minimum of 88 hours per month. County Departments of Human Services may pot sanction a Colorado Works participant who is caring for a children) who is under age six (6) if the individual has demonstrated inability to obtain needed child care. PURPOSE To d ine child care availability in order to determine good cause exceptions under Eagle Coun 's Colorado Works program. DEFINITIONS ApprOpriate childcare is childcare that maintains the health and safety of the child while encou aging growth and development and shall meet the physical, mental, and emotional needs f the child. The childcare may be provided either by a licensed or exempt childcare provi er. POLI6I Appropriate and affordable childcare arrangements are defined as unavailable or unsuitable when the following conditions exist: • ormal Childcare Arrangements o There are no openings in licensed child care programs that accept Child Care Assistance Program (CCAP) families within a 15 mile radius of the participant's home or prospective employment or between the location of home and prospective employment; or, o There is no availability n the Child Care tY Assistance Program ram CCAP • or, o When only public transportation is available to transport children under the age of six and the distance and conditions of walking from the bus stop to the childcare program are considered dangerous by the Department. • I formal childcare Arrangements o For two - parent families when the non - working parent is physically, mentally or emotionally unable to care for their children as documented by a physician or mental health professional. o For all families, when the extended family member is physically, mentally or emotionally unable to care for their children as documented by a physician or mental health professional; or when the extended family member or legally exempt provider has been the subject of a founded child abuse or neglect report; or involved in situations of domestic violence; substance abuse; or criminal activity. All TANF /Colorado Works Program participants with children under six (6) years of age shall be provided with a copy of this policy, which will include notification that the work exemption does not exempt the single parent from program time limits. Adopted by the Eagle County Board of County Commissio ers on this 16 day of February, 2011. !J . tavney, . irman Nothing in the Eagle County Colorado Works program shall be interpreted to create a legal entitlement in any participant to assistance or services provided pursuant to the Colorado Works program. Eagle County Colorado Works Program Policy Page 2 of 2 CW -02 Child Care Availability February 1, 2011 EAGLE COUNTY Health & Human Services ikat �,�4.Lecouiv>Y Colorado Works PROGRAM POLICY POLICY TITLE Colorado Works REFERENCE C.R.S. 26 -2- 707.5, 26 -2 -719 Cc mmunity Resource Investment Act CDHS Volume 3.637 (CRIA) A • ency Letters TCW- 10 -02 -I, TCW- 08 -06 -I POLICY NO. EFFECTIVE DATE CW -03 February 01, 2011 BACKGROUND County Departments of Human Services, through the Board of County Commissioners, may use Colorado Works block grant funds to invest in the development of community resou that support the four (4) purposes of the program: PURPOSE To set 'orth the criteria for entering into contracts to develop community resources which suppo t self - sufficiency, family stabilization, the reduction of out -of- wedlock pregnancy and promotion of two parent families. DEFINITIONS Supplant - The replacement of coun funds serving Colorado Works participants with block ant funds and the use of those county fund savings for the purpose other than Colora o Works. TANF ligible - An applicant or participant who meets the criteria to receive benefits or service$ of the Temporary Assistance for Needy Families (TANF) Program. POLICYI In accordance with Eagle County's procurement policies and procedures and CDHS Agency Letter T`CW- 02 -06 -I, Eagle County Health & Human Services shall negotiate and enter into contracts with community resource providers to perform specific services to Colorado Works participants and other TANF - eligible residents in Eagle County. These services will support the four (4) purposes of the Federal "Personal Responsibility and Work Opportunity Reconciliation Act of 1996 ": 1. Provide assistance to needy families so that children may be cared for in their own homes or in the homes of relatives; 2. End the dependence of needy parents on government benefits by promoting job preparation, work and marriage; 3. Prevent and reduce the incidence of out -of- wedlock pregnancies and establish annual numerical goals for preventing and reducing the incidence of these pregnancies; and 4. ', Encourage the formation and maintenance of two- parent families. Eligibility Eagle County Health and Human Services shall refer TANF - eligible individuals to contracted community resource providers for services. Providers may also enroll TANF- eligible individuals who access their services directly. To be eligible for services under Goals 1 and 2, a participant must meet the following criteria: • • _ Verified Lawful presence • Status of dependent child living in the home of a caretaker relative • Household income must be $75,000 or less, annually There are no income or family composition criteria to be eligible for services under Goals 3 and 4. Depending on the service provided under these goals, participants may be exempt from the lawful presence requirement. This determination will be made by the County on a service by service basis. Contractual arrangements The contracting procedures for benefits or services provided through community resource investment contracts must: A: Ensure that county block grant funds be used only to support Temporary Assistance for - Needy Families (TANF) eligible applicants or participants and support the purposes of the Federal "Personal Responsibility and Work Opportunity Reconciliation Act of 1996." B. Approximate, with reasonable certainty, the number of TANF- eligible persons to be served and include the method used to calculate this number. C. Outline the provider's eligibility verification process. This will include a contract statement that identifies whether the particular service being provided is exempt from lawful presence requirements. D. Explain the methodology used as the basis upon which the costs for the services are calculated. Such methodology must be an accounting or statistical system that gives a reasonably accurate calculation of the costs for TANF - eligible services that support TANF - eligible applicants or participants. E. Prohibit supplantation. F. Include a regular accounting of activity at least twice a year. All expenditures for goods, services, or start -up funds must be documented with purchasing document. Contractors are responsible to obtain information from participants establishing participant eligibility. Contractors maintain eligibility documentation for audit. Eagle County reimburses contractors only for services to TANF eligible participants. Use of Funds The community resources in which Eagle County will invest include prevention, early intervention, and treatment services which assist youth and families in achieving economic self- sufficiency, stabilizing families to prevent family breakdown, prevention and reduction of out- Eagle County Colorado Works Program Policy Page 2 of 3 CW -03 Community Resource Investment Act (CRIA) February 1, 2011 r of- edlock pregnancies, and promotion of two parent families. All services provided shall be pr vided to meet one of the four purposes of TANF. Ad pted by the Eagle County Board of Cou ► ' , mmissio , (! r , on this i 1 day of Fe nary, 2011. 1 4 .41 -441 "FAA 1 ill tavney, E . rman I I II I i Nothing in he Eagle County Colorado Works program shall be interpreted to create a legal entitlement in an participanito assistance or services provided pursuant to the Colorado Works program. any Eagle Coun Colorado Works Program Policy Page 3 of 3 CW -03 Community Resource Investment Act (CRIA) February 1, 2011 i EAGLE COUNTY 4 44014 Health & Human Services EAGLE COUNTY Colorado Works PROGRAM POLICY POLICY TITLE REFERENCE Colorado Works C.R.S. 26 -2 -706.6 County Diversion POLICY NO. CDHS Volume 3.619.1, 3.621 Agency Letters: TCW- 10 -03 -I EFFECTIVE DATE CW -04 February 01, 2011 BACKGROUND County Departments of Human Services may establish a separate and optional diversion program for applicants who are not eligible for cash assistance under the Colorado Works Program. Counties may use Colorado Works funds to fund this optional diversion program. PURPOSE To set forth Eagle County's decision to operate a diversion program and, if so to set forth the criteria of that program. DEFINITIONS Basic cash assistance for the Colorado Works program means aid to an eligible parent or caretaker with dependent children under age 18 in the form of money payments for the purpose of meeting day -to -day ongoing living costs. POLICY Eagle County has elected to offer an optional diversion program. This program is known as the County Diversion program. Income Eligibility • Applicants must be parent(s) /caretaker(s) with dependent children who meet all the eligibility requirements for Basic Cash Assistance (BCA) except the household's income exceeds the BCA income eligibility level. For the County Diversion program the applicant's household income must not exceed 200% of the Federal Poverty Level, effective April 1st of each year. Other Eligibility Criteria • The household is experiencing a short -term crisis or episode of need which has interfered with the family's usual ability to be economically self- sufficient or that hinders the family from moving immediately toward employment and economic self - sufficiency. o A short -term crisis or episode of need, four months or less in duration, may include time limited family emergencies such as a death in the immediate family; illness in the immediate family, documented by a physician as requiring the care of the parent or caretaker; a family disaster such as a fire, flood or major crime victimization; eviction necessitating a search for housing; threat of gas /electricity shutdown, food shortages, family care needs, breakdown of primary transportation, short -term legal issues, or other situations which are determined by the County as meeting the definition of a time - limited family emergency beyond the family's control. o For families transitioning off of Basic Cash Assistance to meet non - recurrent needs in support of long -term self - sufficiency. • The participant must demonstrate the household is not in need of long term cash assistance as determined by: o Client statement, o Verification of employment and /or other income that will be sufficient to assure long -term self - sufficiency. Self - sufficiency will be determined by comparing total household monthly income to total household monthly expenses for shelter, food, transportation, medical needs and personal items as identified by the client, o Documenting a non- recurring need for a specific item or type of assistance as a means to attain or maintain long term self - sufficiency, AND o Documenting that the amount of diversion payment is sufficient to divert the family from assistance and assure long -term self - sufficiency. • applications submitted by an employee of the Department will be processed according to the same guidelines as all other applications. The Department Director or their designee will approve any planned action regarding an applicant/ Oarticipant who is an employee of the Health & Human Services agency. • Recipients of a County Diversion grant must agree to a 12 -month period of Colorado Works ineligibility, unless good cause is evidenced via extenuating circumstances. The Department Director or their designee must approve any good cause exception tp the 12 month period of ineligibility. o Good cause exceptions are: • Parent ability to work: Layoff due to reduction in force; or the parent /caretaker has a disability that interferes with work activity. Objective Criteria: physician or mental health professional statement or receipt of SSI /OASDI. • Pregnancy: the single caretaker is pregnant. The good cause exception can be granted only within a period not to exceed 12 weeks which can extend from the ninth month of pregnancy through the 3rd month of infant care. Objective Criteria: verification of pregnancy status and request by the parent to provide care and bonding. • Disabled child needing care: The parent /caretaker is required in the home on a full -time basis to care for the disabled child. Objective Criteria: physician statement or certification by a Community Centered Board. • Lack of child care: There is no available childcare while the parent participates in work activity. Objective Criteria: The Department verifies absence of relative, legally exempt or licensed childcare. • Lack of Transportation: There is no transportation to work activity. Objective Criteria: The Department will verify the absence of public Eagle County Colorado Works Program Policy Page 2 of 4 CW -04 County Diversion February 1, 2011 transportation and the absence of private transportation that could be accessed by the participant. • Domestic violence: Separation due to domestic violence or child abuse; or, there is an imminent risk of domestic violence to the participant. Objective Criteria: The parent /caretaker makes such a request for exception and there is documentation of law enforcement reports of intervention to protect the parent /caretaker from domestic violence. • Family trauma: Family disaster such as a fire, flood or major crime victimization, or eviction (through no fault of the family) necessitating a search for housing; death or incarceration of.a parent, spouse or caretaker; death of a child or the need to provide care for a family member; or other situations which are determined by the County Director as meeting the definition of a family disaster. Objective Criteria: Verification through independent sources of a family disaster; or, assessment and statement by a mental health professional with a plan for counseling that will enable the family to restore family functions; or, a statement by a physician that the parent /caretaker is needed in the home to provide care for another family member. Allowable Use of Funds County Diversion grant funds will be used for a specific item or type of assistance where there is a demonstrated non - recurrent need as a means to attain or maintain long term self - sufficiency. A County Diversion grant may be used for, but is not limited to, the following types of short - term assistance: • work - related expenses such as uniforms, dues, or supplies • transportation assistance including car repair, car insurance, etc • housing assistance • training or education; or • for amelioration of any other identified barrier to employment or self - sufficiency. Payment will be based on the participant's actual need estimate rather than a fixed formula. Payment • A County Diversion grant may not exceed $3,000 unless approved by the Department Director or designee. In no case shall a County Diversion grant exceed $5,000. A County Diversion grant will not be awarded more frequently than each 12 month period unless good cause is demonstrated. The Department Director or their designee must approve any good cause exception to the 12 month period of ineligibility. • Payments will be provided to the participant directly on his /her EBT card or through a vendor payment, depending on circumstances. Conditions for utilizing Vendor Payments will be contained in the Individual Responsibility Contract (IRC). Eagle County Colorado Works Program Policy Page 3 of 4 CW -04 County Diversion February 1, 2011 • Additi,'nal Criteria • County Diversion recipients must enter ' Y p into an Individual Responsibility Contract (IRC) that documents why s /he does not need ongoing assistance, specifies the need for and the specific type of non - recurring assistance to be provided, defines the erms and expectations of the grant, and specifies the possible impacts on other ssistance including Medicaid, Food Stamps, and Child Care. • ndividual Responsibility Contracts will be completed for all custodial parents or aretakers of eligible children who are recipients of County diversion grants and i11 be developed in conjunction with the participant and other service providers. he expectations under the IRC will be in writing and will be acknowledged by Signature of all parties to the IRC. The IRC will be effective upon review and pproval by the Department Director or designee. • he decision to approve a County Diversion grant must be within budget allocations 4nd as funding allows. • Applicants who misrepresent their need, income, resources and situation will be prosecuted for fraud. • ounty Diversion payments are subject to recovery. Such recovery will be pursued according to program regulations. Adopted by the Eagle County Board of County Commissioners on this 16 day of February, 2011. th. illl tavney, Chai an I Nothing in the Eagle County Colorado Works program shall be interpreted to create a legal entitlement in any participant t4 assistance or services provided pursuant to the Colorado Works program. Eagle County Colorado Works Program Policy Page 4 of 4 CW -04 Counl Diversion February 1, 2011 1 EAGLE COUNTY Health & Human Services clilk Colorado Works EAGLE COUNTY PROGRAM POLICY POLICY TITLE REFERENCE Colorado Works C.R.S. 26 -2 -127 Dispute Resolution Process CDHS Volume 3.840 POLICY NO. EFFECTIVE DATE CW - 05 February 01, 2011 BACKGROUND Eagle County, prior to taking action to deny, terminate, recover, initiate vendor payments or modify financial assistance, public assistance, or basic cash assistance or services provided under the Colorado Works Program to an applicant or recipient, shall, at a minimum, provide the individual an opportunity for a county dispute resolution conference. PURPOSE To set forth a procedure for County Level dispute resolution that is a simple non - adversarial format for the informal resolution of disputes regarding adverse case actions. DEFINITIONS Dispute resolution conference is a meeting that is held between Eagle County and the client in a simple non - adversarial format for the informal resolution of disputes regarding adverse case actions. POLICY Eagle County shall provide the all Colorado Works applicants and recipients an opportunity for a county dispute resolution conference. • Participants may request a meeting with the Health & Human Services Executive Director or their designee to review the factors of their individual situation and the basis for the county decision regarding cash benefits, services or sanctions. Applicant /recipient must request a local conference within the prior notice period listed in the notice of action sent to applicant /recipient. • "Good Cause" exception for not requesting a conference within the prior notice period includes, but is not limited to: o death or incapacity of an applicant /recipient, or a member of his /her immediate family, or the representative; o any other health or medical condition of an emergency nature; or, o other circumstances beyond the control of the applicant /recipient, and which would prevent a reasonable person from making a timely request for a conference or postponement of a scheduled conference. • Noticing and conducting of the conference will occur based on program regulations found at Volume of Income Maintenance (9 CCR 2503 -1) Volume III, 3.840.2. • At the conclusion of the conference, the HHS Economic Services Director or their designee shall have the agreement entered into by the parties reduced to writing. Such agreement shall be signed by the parties and/or their representatives and shall be binding upon the parties. A copy of the written decision shall immediately be provided to the applicant /recipient and /or his/her representative. If the conference is held by telephone, the agreement need only be signed by the person presiding. A copy of the agreement will be promptly mailed or delivered to the other party(s). In the event the dispute is not I resolved, the person presiding shall prepare a written statement indicating that the dispute was not resolved. The statement shall explain the applicant or recipient's right to request l a state level fair hearing before an Administrative Law Judge. Adopt d by the Eagle County Board of Cou • I mmissio ta rs in this day of Februry, 2011. l on Stavney Ch. man • Nothing in t e Eagle County Colorado Works program shall be interpreted to create a legal entitlement in any participant l assistance or services provided pursuant to the Colorado Works program. Eagle Countyrolorado Works Program Policy Page 2 of 2 Resolution Di CW -sp to esolution � February 1, 2011 EAGLE COUNTY Health & Human Services Colorado Works EAGLE COUNTY PROGRAM POLICY POLICY TITLE Colorado Works Domestic Violence REFERENCE C.R.S. 26-2 -708 [5}(a) CDHS Volume 3.602 Agency Letter TCW- 07 -07 -I POLICY NO. EFFECTIVE DATE CW -06 February 01, 2011 BACKGROUND Domestic Violence issues may prevent Colorado Works participants from meeting work activity requirements or obtaining and /or keeping employment. County Departments of Human Services are required to assist Colorado Works participants in receiving information, accessing services and understanding the available waivers for participation in work activities. PURPOSE To set forth the assistance, services and waivers available for participants of the Colorado Works program. DEFINITIONS Domestic violence is defined as a pattern of coercive control one individual inflicts upon another in the context of familial, household or intimate partner (current or former) relationships including marriage and dating. POLICY Eagle County Health and Human Services shall provide assistance to help Colorado Works applicants and participants who are or have been involved in domestic violence or family violence. Assessment Eagle County Health and Human Services shall provide all Colorado Works participants with a state prescribed notice that contains the following: • Procedures for voluntarily and confidentially self - identifying themselves as victims of domestic or family violence • Referrals to any available counseling and support services • Procedures for applying for waivers from any program requirements that the participant feels puts them and /or their children in danger of physical, emotional or sexual abuse. All Colorado works applicants will be screened and identified using the state prescribed domestic. violence screening form. Screening will occur during assessment. Servi es available Eagle County will maintain the confidentiality of all information that applicants/ participants disclose concerning domestic violence, referrals for supportive services and waiv rs, applications for and approval or denial of waivers. The county will provide a safe and s cure environment for victims to disclose and discuss abuse. • Participants will receive services in a culturally and language appropriate and confidential manner. • Interviews will be conducted in a private office. • Interviews will be paced in a manner that develops rapport and trust. • Staff are trained in the domestic violence option and utilize state approved informational materials and forms. • Service coordination will occur with local domestic violence; programs, law enforcement and mental health services including: Training Staff shall receive training in the recognition and treatment of issues specific to victims or perpetrators of domestic violence. Any staff that plays a role in determination or granting of domjestic violence waivers (Le. intake, assessment, case managers, or workforce develo ment staff) shall be trained. Eagle County will utilize the state mandated Family Violen e Option training provided by staff certified by the Colorado Department of Human Servic . Additional training may be provided through Eagle County's community based domes 'c violence programs. Eagle County requires that any contractor who provides services related to assessments or intake has been trained in issues related to domestic violence. Certification of domestic violent training will be included in all contracts for such services. Eagle County will verify that contractors have been trained. Domest, Violence Waivers County .tall members who are trained on the issue of domestic violence are the only staff membe i s who can assess for eligibility of a domestic violence waiver, make a determi ation for waivers, review waivers for extensions every six months, and /or develop an IRC with an individual who has a waiver. Adopted by the Eagle County Board of Coun rk I mmissi s t� - rs on this 16 day of February, 2011. IR AS AV& Jon ` avney, Chairman Nothing in he Eagle County Colorado Works program shall be interpreted to create a legal entitlement in any participan to assistance or services provided pursuant to the Colorado Works program. Eagle Coun Colorado Works Program Policy Page 2 of 2 • CW -06 Do estic Violence February 1, 2011 EAGLE COUNTY Health & Human Services Colorado Works PROGRAM POLICY EAGLE COUNTY POLICY TITLE REFERENCE Colorado Works C.R.S. 26 -2- 716(10) Earned Income Tax Credit (EITC) CDHS Volume 3.620.4 Agency Letter TCW- 10 -04 -I POLICY NO. EFFECTIVE DATE CW -07 February 01, 2011 BACKGROUND County Departments of Human Services are statutorily required to assist program participants in applying for and receiving the earned income tax credit. PURPOSE . To provide assistance to participants in applying for and receiving the federal EITC. DEFINITIONS Earned Income Tax Credit (EITC) is a refundable tax credit that reduces or eliminates the taxes that low- income working people pay POLICY Eagle County Colorado Works participants will receive assistance in applying for and receiving the federal Earned Income Tax Credit. Services provided • Promotional material and posters will provide information to all Colorado Works participations regarding the EITC. • The case manager will assist the participant in completing the a ro riate forms, if p g p p P ne cessary, a nd answer questions about the EITC. This form will be made available at the Eagle Health and Human Services offices. Adopted by the E County Board of Co ommissi � ers on this � day of February, 2011. Jo Stavney, h . irman Nothing in the Eagle County Colorado Works program shall be interpreted to create a Legal entitlement in any participant to assistance or services provided pursuant to the Colorado Works program. EAGLE COUNTY Health & Human Services Economic & Aging Services EAGLE COUNTY POLICY POLICY TITLE REFERENCE Colorado Works CDHS Policy No. 1 -2.7 Fraud Prevention Fraud Prevention Policy And Detection Agency Letter TCW- 00 -13 -A Handbook: Colorado Works: Creating a f Fraud Prevention Strategy Manual POLICY NO. EFFECTIVE DATE CW -08 February 01, 2011 BACKGROUND County Departments of Human Service are required to establish and maintain standards and procedures to ensure against program fraud and abuse. PURPOSE To se forth Eagle County's fraud prevention and detection policies in order to provide accountability for the use of public funds and assure the funds are used to meet the needs of program participants and program goals. DEFINITIONS Fraud is the intentional, false representation, or concealment of a material fact for the purpoe of dishonestly obtaining a benefit by deception or other means. POLIC Eagle C ounty will maintain the following controls for fraud revention and detection: coon: nternal • Risk assessment • Confidentiality guidelines & practices including an annual renewal of written confidentiality agreement • Client files and information stored in locked file rooms • Electronic client files and information protected by network access security • Declaration of conflict of interest procedures • Guidelines for handling & storage of case file for employee applicants for assistance p g o r rams • Separation of Duty practices • Case file reviews • Monitoring of program reports for irregular case actions and /or benefits Eternal • Third party verification of eligibility factors • Maintaining client files, computer screens and information so that is not visible to the public • Monitoring of program reports for irregular case actions and /or benefits • Supervisor authorization of all State and County Diversion payments Adopted by the Eagle County Board of Cou , y • mmissio rs ✓ this 16 day of February, 2011. Jon . tavney, Ch . ' an Nothing in the Eagle County Colorado Works program shall be interpreted to create a legal entitlement in any participant to assistance or services provided pursuant to the Colorado Works-program. Eagle County Colorado Works Program Policy Page 2 of 2 CW -08 Fraud Prevention and Detection February 1, 2011 EAGLE COUNTY Health & Human Services Colorado Works EAGLE COUNTY PROGRAM POLICY 1 POLICY TITLE Colorado Works REFERENCE C.R.S. 26- 2- 709(1)(a.5) Grandparent Guardianship CDHS Volume 3.600.19 POLICY NO. EFFECTIVE DATE CW -09 February 01, 2011 BAC GROUND Coun y departments may choose to provide cash assistance grant to a grandchild who was in fo er care and who exited foster care into the legal custody or legal guardianship of a gran parent. PUR I OSE To s forth the criteria for and payment amount of Grandparent Guardianship benefits. DEF ITIONS Foste Care means the placement of a child into the legal custody or legal authority of a coup department of social services for physical placement of the child in a kinship care placertient or certified or licensed facility or the physical placement of a juvenile committed to the custody of the state Health and Human Services into a community placement. POLICYY Eagle ( ounty will provide TANF /Colorado Works benefits to grandchildren exiting foster care into the legal custody or legal guardianship of a grandparent using the need standard equal to the average foster care home maintenance payment as set forth the by State Department of Human Services. Eligibi "ty Grandc ildren exiting foster care into the legal custody or legal guardianship of a grandp rent shall meet all Colorado Works eligibility requirements including residency, immunization, school attendance, verified lawful presence, cooperation with child support, and income and resource limits. Adopte by the Eagle County Board of Count, , ommissio � , rs on this ) da >� ! day of Februa y, 2011. �� � on tavney, ' man g in Nothing the Eagle gle County Colorado Works program shall be interpreted to create a legal entitlement in any participail4 to assistance or services provided pursuant to the Colorado Works program. . I i EAGLE COUNTY Health & Human Services EAGLE COUNTY Colorado Works PROGRAM POLICY POLICY TITLE Colorado Works Hardship Extensions REFERENCE C.R.S. 26-2-716(5) CDHS Volume 3.602; 3.622; 3.623 POLICY NO. EFFECTIVE DATE CW -10 February 01, 2011 BACKGROUND Eagle County is authorized at Section 26 -2- 716(5) of the Colorado Revised Statute to administer hardship and domestic violence extensions for needy families that have exceeded the sixty -month lifetime limit for receipt of TANF assistance set forth in federal law. PURPOSE To outline the criteria by which Eagle County will grant a hardship or domestic violence extension to an assistance unit containing an individual who has received Federal TANF assistance in Colorado or another state(s) as an adult for sixty (60) months. DEFINITIONS Hardship - Circumstance or condition that prevents a participant from securing or maintaining employment. POLICY Eagle County shall approve or deny hardship or domestic violence extensions pursuant to the criteria established by the State Board of Human Services and contained in CDHS Volume 3.622.2 and 3. Those criteria are: • Inadequate, or unavailable: • Childcare • Housing • Transportation • Employment opportunities; • Disability of the caretaker relative, his /her spouse, the dependent child(ren) or immediate relative for whom the caretaker is the primary caregiver, pursuant to the definition of "persons with disabilities" adopted by the State and found at CDHS Volume 3.605; • Involvement in the judicial system by a member of the assistant unit; • Family instability which may include a caretaker with proven inability to maintain stable employment or inability of the caretaker to care for the children in their own home or in the home of a relative; or, • Domestic Violence issues as defined at CDHS Volume 3.602.1 Definition of Domestic Violence Eagle County has not defined any additional reasons for granting hardship extensions. I Eligibi ity The C lorado Department of Human Services shall notify all participants who are appro ching the 60 -month time limit on Federal TANF assistance. Eagle County Health and Huma Services shall make all reasonable efforts to contact the participants by phone or in perso to explain the extension process and accept a request for an extension. All par icipants shall have the opportunity to request an extension in their county of reside ce. A participant's request for an extension can be made in person, by phone, or in writin . Extensions may be granted for up to six months; additional extensions may be grante , if circumstances warrant the extension and it is requested prior to the end of the curren extension. If a participant fails to request an extension on a timely basis, an • extensi n may be granted if the participant demonstrates good cause as determined by Eagle C unty Health and Human Services. Eagle County Health and Human Services shall make a decision to grant or deny the extension within 30 days. The department will notify the participant of the decision for the • extension request. If the extension is denied the notice shall include the reason for the denial . d explain the appeal process. Additio al criteria All me bers of the assistance unit that is granted an extension of Colorado Works assista e due to any hardship shall complete an IRC. In addition to the standard require ents of an IRC, this IRC shall include participation activities required as a conditi ,, of the extension. Good Case Good case for non - compliance with the hardship extension conditions of the IRC shall be: • Incarceration • Dbmestic Violence • Inability to obtain child care • Jury Duty • Death of an immediate family member • Illness in the immediate family, documented by a physician as requiring the care of the parent or caretaker • F4mily disaster such as a fire, flood or major crime victimization • Eviction necessitating a search for housing • O er situation which are reviewed by the Department Director as meeting the d finition of a time - limited family emergency Adopted by the Eagle County Board of Coun • mmis , ioners on this 16 day of February, 2011. iir Stavney, Chairman Nothing in a Eagle County Colorado Works program shal I e interpreted to create a legal entitlement in any participant o assistance or services provided pursuant to the Colorado Works program. Eagle Count Colorado Works Program Policies Page 2 of 2 CW -10 Hardship Extension February 1, 2011 ry EAGLE COUNTY Health & Human Services Colorado Works EAGLE COUNTY PROGRAM POLICY POLICY TITLE REFERENCE Colorado Works C.R.S. 26- 2- 716(2)(g) Individual Development Account (IDA) CDHS Volume 3.620.5 POLICY NO. EFFECTIVE DATE CW -11 February 01, 2011 BACKGROUND County Departments of Human Services are statutorily required to make opportunities to participate in Individual Development Accounts available for program participants. PURPOSE To set forth criteria for providing opportunities to participate in Individual Development Accounts (IDA) which reward the monthly savings of working -poor families who are trying to buy their first home, pay for post- secondary education, or start a small business. Assets play a vital role in poverty alleviation by providing not only economic security but also a psychological orientation that encourages participants to save and plan. DEFINITION Individual Development Account (IDA): A matched savings account that enables low - income American families to save, build assets, and enter the financial mainstream. IDA's supplement the savings of low- income households with matching funds drawn from a variety of private and public sources. POLICY Eagle County Department of Human Services shall make opportunities available for Colorado Works participants to have Individual Development Accounts (IDA) upon request for eligible purchases. Allowable use offunds IDA savings accounts in Eagle County are restricted to three uses: • Home purchase; • Pursuing post- secondary education; • Starting or expanding a small business; business capitalization Adopted by the Eagle County Board of Cou ► ■ 1 mmissi ners on this day of February, 2011. ,. .g'► 4 airman Nothing in the Eagle County Colorado Works program shall be interpreted to create a legal entitlement in any participant to assistance or services provided pursuant to the Colorado Works program. EAGLE COUNTY . Health & Human Services Colorado Works EAGLE aouNrr PROGRAM POLICY POLICY TITLE REFERENCE Colorado Works C.R.S. 26- 2- 703(21) Job Readiness /Work Activities CDHS Volume 3.600.16; 3.600.17; 3.631 POLICY NO. EFFECTIVE DATE CW - 12 February 01, 2011 BACKGROUND Work} - eligible adult Colorado Works participants are required to engage in work activities whenIthey are determined to be job ready or once the participant has received assistance for 24 cumulative months. PUR SE To se forth the definition of job -ready under Eagle County's Colorado Works program and to ide tify the federal and county- defined work activities allowed under that program. DEFI ITIONS Job - dy means an individual possesses the job skills and experience which meet the requirOments of local employers for employment, when the jobs available are consistent with a long term goal for self - sufficiency, and when child care and transportation are available in the community to support an employment plan. POLICY Work- Oligible adult Colorado Works participants are subject to federal work activities or other county- defined work activities as determined through the participant assessment. Federal Work Activities The follpwing work activities may be used to meet work participation rates as established by the Federal government, as well as to satisfy the 24 -month work requirement. • Unsubsidized employment • Subsidized private sector employment • Subsidized public sector employment • Work Experience • On- the -job training • Job search /Job readiness • Community Service programs • Vocational education training • provision of child care for a participant in a community service program • ob skills training directly related to employment • ducation directly related to employment • satisfactory attendance at secondary school or a GED program County - Defined Work Activities Additionally, Eagle County has defined county -only activities to promote job readiness that may be specified in the participant's IRC and shall meet the 24 -month requirement. • Domestic violence treatment and counseling • Mental Health treatment • Substance abuse treatment • Participation in Adult Basic Education or English as a second language studies Exemptions Work eligible Adult Colorado Works participants are expected to participate in work - related activities. Eagle County may exempt participants from sanction for non- participation in work related activities. This exemption does not stop the individual's federal requirement to enter a work related activity within 24 cumulative months of receiving assistance. • Criteria for the determination of exception from work - related requirements: o Parent Ability to Work: The parent /caretaker has ,a disability that interferes with work activity. Objective Criteria: physician or mental health professional statement or receipt of SSI /OASDI. o Pregnancy: the single caretaker is pregnant. The good cause exception can be granted only within a period not to exceed 12 weeks which can extend from the ninth month of pregnancy through the 3rd month of infant care. Objective Criteria: verification of pregnancy status and request by the parent to provide care and have bonding time. • Verification and Supervision of Participation Hours The following forms and documentation of participation shall be used to verify participants' participation in approved work activities: • Timesheets signed by the site supervisor for CWEP, AWEP, and Community Service activities • Attendance sheets signed by the instructor that document grade -point average for each class and hours of supervised study time for approved educational activities • Job search forms with the hours and job contacts made, signed by a workforce center staff member and /or verified by the assigned case manager • Pay stubs or a letter from the employer for employment activities • Monthly progress reports with hours of participation for job readiness activities for mental health, substance abuse treatment, or rehabilitation services • Additionally, the case manager may call work activity site instructors, providers, site supervisors, and employers to verify monthly participation hours and progress Supervision is required for all unpaid work activities: • An agent of the institution will supervise educational activities where the participant is performing the activity Eagle County Colorado Works Program Policy Page 2 of 3 CW -12 Job Readiness and Work Activities February 1, 2011 D Job search /Job readiness activities shall be conducted by the Workforce Center, Mental Health /Substance abuse providers, and /or the assigned case manager • • Work experience, on- the -job training, and community service activities will be supervised via an agency sponsor agreement between the work site and Eagle County Health and Human Services. Holt s and excused absences Eag1- County TANF participants will be granted up to ten days of excused absences per year with no more than two days in any month. Each excused absence will be for 8 hours per 1 ay regardless of the actual scheduled work time. Abseice from a work activity for any portion tonofada will ill count as a Y p day full day absence. In order for the participation hours to be counted, the participant must notify their Case Manager prior to the absence. Allowable excused absences may include, but are not limited to the following reasons: • I Unavailable Child Care • Funeral Leave • Legal or Civil Hearing • Site closed due to weather or for child if attending school • Medical appointment for self or child • Substance abuse treatment /counseling appointment /probation appointment. • 1Hospitalization of self, child, or other immediate family member Case anagers may approve additional excused absences, with respect to cultural and religio s reasons, on an individual or case -by -case basis. Any approved absences, beyond the 10 flowed excused absences per year *, will not count towards work participation; yet • will not result in a sanction. The following 10 Holidays will be recognized by Eagle County per year. ew Years Day Christmas Eve Day • residents Day Christmas Day ndependence Day Memorial Day hanksgiving Day Labor Day ay after Thanksgiving Veterans Day *Per year - the year will commence in the first month in which a participant receives a Basic Cash Assistance grant. Adopte by the Eagle County Board of Cou • ommissi ners on this i2. day of Februaiy, 2011. "am Jo Stavney, Chairman Nothing in the Eagle County Colorado Works program shall be interpreted to create a legal entitlement in any participant to assistance or services provided pursuant to the Colorado Works program. Eagle County Colorado Works Program Policy Page 3 of 3 CW -12 Job Readiness and Work Activities February 1, 2011 EAGLE COUNTY Health & Human Services Colorado Works EAGLE COUNTY PROGRAM POLICY POLICY TITLE REFERENCE Colorado Works CDHS Volume 3.620.3 Mental Health And Substance Abuse Services POLICY NO. EFFECTIVE DATE CW -13 February 01, 2011 BACKGROUND County Departments of Human Service are required by program regulations to provide referrals for any available support services to applicants and participants who are homeless, in need of mental health services or in need of substance abuse counseling or services. PURPOSE Eagle County Health and Human Services may need to make referrals, as appropriate, to mental health and substance abuse services for Colorado Works participants and other Colorado Works eligible residents in order to help them attain and maintain employment, establish healthy families, keep children in their homes and achieve self- sufficiency. POLICY Eagle County Human Services staff will connect applicants and participants in need of mental health and substance abuse services with appropriate providers. Assessment Applicants are screened for mental health & substance abuse issues during the basic assessment utilizing the t state g prescribed assessment tool. Services Available TANF funding for professional assessment and treatment services is available under the HHS TANF purchased services program. Adopted by the Eagle County Board of Cou ►ommis ion rs on this le of February, 2011. �/► w Jo Stavney, airman Nothing in the Eagle County Colorado Works program shall be interpreted to create a legal entitlement in any participant to assistance or services provided pursuant to the Colorado Works program. I s fi EAGLE COUNTY Health & Human Services EAGLE ounirr Colorado Works PROGRAM POLICY POLICY TITLE REFERENCE Colorado Works C.R.S. 26 -2- 703(13.5), 26- 2- 706(1)(d) Non- Custodial Parent Services CDHS Volume 3.605, 3.638 POLICY NO. EFFECTIVE DATE f CW -14 February 01, 2011 BAC GROUND Coun Departments of Human Services may choose to provide services under the Color do Works Program to a noncustodial parent to promote the sustainable employment of the noncustodial parent and enable such parent to pay child support. PURPOSE To set forth the services provided to noncustodial parents through the Colorado Works progr m. DEFI TIONS Nonc todial parent means an individual who, at the time s /he requests and receives prograTn services: A. is a parent of a minor child; and, E. is a resident of Colorado; and, . C. Does not live in the same household as the minor child. POLIO Eagle County provides services to non - custodial parents according to CDHS Volume 3.638. • $ ervices provided to the noncustodial parent are intended to promote sustainable employment of the noncustodial parent and enable such parent to pay child support. Services include, but are not limited to: o Parenting skills, o Mediation, o Workforce development, o Job training activities, o Job search, and o County diversion. • P ovision of services to a noncustodial parent shall not negatively impact the e 'gibility for benefits or services of the custodial parent. Eligibili • N ncustodial parents receiving services under this program are not eligible to re eive assistance. • Services provided to a noncustodial parent are based on the noncustodial parent's request for services and an assessment of the noncustodial parent's needs. All services shall be outlined in an Individual Responsibility Contract entered into between the noncustodial parent and Eagle County. Adopted by the Eagle County Board of Cou ► Commis • ", ► ers on this ) J day of February, 2011. L i T1 ► n Stavn ° ►hairman • Nothing in the Eagle County Colorado Works program shall t3' p g be interpreted to create a legal entitlement ment in any y participant to assistance or services provided pursuant to the Colorado Works program. Eagle County Colorado Works Program Policy Page 2 of 2 CW -14 Noncustodial Parent Services February 1, 2011 EAGLE COUNTY Health & Human Services Colorado Works EAGLE COUNTY PROGRAM POLICY POLICY TITLE REFERENCE Colorado Works Personal Responsibility and Work Out of Wedlock Birth Prevention Opportunity Reconciliation Act ( PRWORA) of 1996 POLICY NO. EFFECTIVE DATE CW -15 February 01, 2011 BAC GROUND The ersonal Responsibility and Work Opportunity Reconciliation Act (PRWORA) of 1996 Secti n 101 (5)(C), (6) (B) and (8) states, "the increase in the number of children receiving publi assistance is closely related to the increase in births to unmarried women ". The total f all out -of- wedlock births between 1970 and 1991 rose from 10.7 percent to 29.5 perce t. "The negative consequences of an out -of- wedlock birth on the mother, the child, the fa ily, and society are well documented ". PURPOSE The Personal Responsibility and Work Opportunity Reconciliation Act ( PRWORA) requires each state tb "establish goals and take action to prevent and reduce the incidence of out -of- wedlock pregnancies, with special emphasis on teenage pregnancies, and establish numerical goals for reduciig the illegitimacy ratio of the State (as defined in section 403(a)(2)(B)) for calendar years 1996 through 2005." This is federal law and is not required by state statute, but encouraged by the Colorado Department of Human Services. DEFIN#TIONS Out of edlock Birth occurs when a child is born whose parents were not married to each other at the time of his or her birth. POLIC'' Eagle unty Health and Human Services shall provide all Colorado Works participants with s vice coordination with local programs that prevent Out of Wedlock Births. • The Eagle County Public Health Department provides family planning services and onducts community training in High Schools for students and parents with a focus n teens and the prevention of out of wedlock births. • he Eagle'County Early Head Start program discusses family planning along with birth control methods and referrals to communi ty resources. • Planned Parenthood in Glenwood Springs provides family planning services for Eagle County residents. • Referrals to other medical providers to reduce the incidence of unplanned pregnancies are made as appropriate. I • Eagle County youth services nonprofits include the Eagle River Youth coalition, The Youth Foundation and SOS Outreach which provide information and counseling on healthy behaviors to area youth. Adopted by the Eagle County Board of Cou ► ► . ommissio ° rs In this LTday of February, 2011. dildra Stavney, + man Nothing in the Eagle County Colorado Works program shall be interpreted to create a legal entitlement in any participant to assistance or services provided pursuant to the Colorado Works program. Eagle County Colorado Works Program Policy Page 2 of 2 CW -15 Out of Wedlock Birth Prevention February 1, 2011 EAGLE COUNTY Health & Human Services Economic & Aging Services EA' . LE COUNTY POLICY POLICY TITLE REFERENCE Colorado Works C.R.S. 26 -2 -711 Sanctions CDHS Volume 3.626 POLICY NO. EFFECTIVE DATE CW -16 February 01, 2011 BACKGROUND County Departments of Human Services are statutorily required to impose sanctions on Colorado Works applicants /participants who fail to cooperate with Child Support Enfoicement or comply with the terms and conditions of his /her Colorado Works IRC. PURPOSE To set forth the circumstances that result in a sanction for non- compliance with an Indiv dual Responsibility Contract and to identify good cause exceptions under the Eagle Coun Colorado Works Program. DEFI ITIONS Sanct on is a monetary penalty imposed against the Colorado Works participant for non - compl'ance with the terms of the Colorado Works Program including their Individual Respoisibilities Contract. POLICY Eagle County follows the sanction regulations set forth in CDHS Volume 3.626. Sancti n Periods • Households that are sanctioned will have their basic cash assistance cut as follows: • rThe first sanction shall be a 25% reduction in cash benefits and shall be in effect or (1) one month. If this sanction is not cured by the notice of action date, the case hall progress to a second -level sanction. • he second sanction shall be a 50% reduction in cash benefits and shall be in effect for (1) one month. Sanctions not cured by the notice of action date shall proceed to 4 third -level sanction. • The third sanction shall result in the termination of a family's cash assistance and Supportive services and shall remain in place for (3) three months. Sanctions not Cured by the end of the three months shall remain in effect until cured. When the sanction is cured, a new application, assessment and IRC must be completed prior to receipt of cash assistance: • When a participant has reached a third -level sanction, all subsequent sanctions shall b imposed at a third -level sanction. 1 Reason For Sanction TANF /Colorado Works Program participants may have their basic cash assistance grants sanctioned for the following reasons: • Failing to cooperate with Child Support Enforcement • Not cooperating with the terms and requirements of their IRC The sanction shall only apply to Colorado Works BCA. Supportive services will be withheld during a sanction. Good Cause Conciliation Colorado Works program utilizes a good cause conciliation process prior to sanction or closure, during which the program participant and the Eagle County worker are attempting to resolve any dispute related to the IRC. A conciliation meeting is held to provide participants an opportunity to explain the circumstances for not meeting the conditions of their IRC. The process for establishing "good cause" and continuation of benefits through conciliation or case closure for demonstrable evidence when "good cause" is not demonstrated shall be to send a notice of action within 5 days of discovery date that establishes a second appointment. If the second appointment is kept and client shows good'cause the IRC is revised. If the client does not attend the second appointment, does not reschedule the appointment, or does not show good'cause for non - compliance with the IRC then a sanction is put in place. Good Cause Good Cause reasons for not imposing a sanction include: Failure to cooperate with Child Support Enforcement because of: • Potential physical or emotional harm to children • Potential physical or emotional harm to the parent or caretaker relative • Pregnancy or birth of a child related to incest or forcible rape • Legal adoption by a relative in the fifth degree of kinship, or a parent receiving pre- adoption services Failure to comply with the terms and conditions of their IRC because of: • Participants who are domestic violence victims and participation in a Colorado Works activity would pose a danger to the participant or children • The death of an immediate family member • Incarceration • Inability to obtain child care • Illness in the immediate family, documented by a physician as requiring the care of the parent or caretaker • Family disaster such as a fire, flood or major crime victimization • Eviction necessitating a search for housing Eagle County Colorado Works Program Policy Page 2 of 3 CW -16 Sanctions February 1, 2011 Other situations which are reviewed by the Department Director as meeting the definition of a time - limited family emergency. Ser in' and Curin • a Sanction All ,: nctions imposed by Eagle County must be served and cured by the individual. Eagle Cou ty shall impose a sanction on an individual who fails to comply with one of the req irements. if that sanction is not otherwise cured, the application following a sanction shal be considered the action for curing that sanction. Ado 1 ted by the Eagle County Board of Co ommis • I n • rs on this 15 day of Feb ary, 2011. 4 <. -41F 411211 Jo Stavney, _ i, . irman Nothing in the Eagle County Colorado Works program shall be interpreted to create a legal entitlement in any participant to assistance p p o ssistance or services provided pursuant to the Colorado Works program. Eagle Coun Colorado Works Program Policy Page 3 of 3 CW -16 Sanctions February 1, 2011 1 e > EAGLE COUNTY Health & Human Services Colorado Works EAGLE COUNTY PROGRAM POLICY POLICY TITLE REFERENCE Colorado Works C.R.S. 26 -2 -714 (5.5) Segregated Funds CDHS Agency Letter TCW- 08 -06 -I POLICY NO. EFFECTIVE DATE CW -17 February 01, 2011 BACKGROUND County Departments of Human Services have the option to segregate its Colorado Works Al County Maintenance of Effort funds from the federal TANF funds included in that allocation. Segregation of these funds allows counties to fund services that would not be allowed under federal rules. PURPOSE To identify whether Eagle County intends to segregate its TANF MOE funds from the federal TANF funds included in the allocation and, if so, to provide detailed information as to how those segregated funds will be used. DEFINITIONS Maintenance of Effort (MOE) - The amount of county dollars that Eagle County is required to contribute annually to its TANF /Colorado Works Program based on the calculations established by the base year's expenditures made pursuant to C.R.S 26 -2 -714 and any subsequent adjustments authorized by the Colorado Works s Allocation Committee. POLICY Eagle County Health and Human Services is not using segregated funds, including Non- TANF County MOE payments, at this time. When the decision is made to segregate funds, this policy will be revised to detail the use of those funds based on State rules and regulations. Adopted by the Eagle County Board of Cou - ommis '1/ :i s on this 16 day of February, 2011. 1, Jo Stavney, . - rman Nothing in the Eagle County Colorado Works shall be interpreted to create a legal entitlement in any participant to assistance or services provided pursuant to the Colorado Works program. EAGLE COUNTY Health & Human Services EAGLE COUNIY Colorado Works PROGRAM POLICY POLICY TITLE REFERENCE Colorado Works C.R.S. 26 -2 -706.6 State Diversion CDHS Volume 3.619 Agency Letters: TCW- 10 -03 -I; TCW-08-05-P POLICY NO. EFFECTIVE DATE } CW - 18 February 01, 2011 BACKGROUND In an effort to support family stability, Eagle County may consider a State Diversion grant for eli *ible Colorado Works program applicants or participants' to enhance the family's quality of life and promote long term self- sufficiency. PURPOSE To set ,''orth the eligibility and additional criteria, allowed uses and payment standards for Eagle County's Colorado Works State Diversion program. DEFINITIONS Basic c sh assistance for the Colorado Works program means aid to an eligible parent or caretaker with dependent children under age 18 in the form of money payments for the purpose of meeting day -to -day ongoing living costs. POLIC% State Diversion eligibility and benefits are guided by the following criteria: Income ligibility • pplicants must be parents) /caretaker(s) with dependent children who meet the e igibility requirements for Basic Cash Assistance (BCA). Other El ibility Criteria • T e household is experiencing a short -term crisis or episode of need which has interfered with the family's usual ability to be economically self- sufficient or that hinders the family from moving immediately toward employment and economic self- sufficiency. o A short -term crisis or episode of need, four months or less in duration, may include time limited family emergencies such as a death in the immediate family; illness in the immediate family, documented by a physician as requiring the care of the parent or caretaker; a family disaster such as a fire, flood or major crime victimization; eviction necessitating a search for housing; threat of gas /electricity shutdown, food shortages, family care needs, breakdown of primary transportation, short -term legal issues, or i other situations which are determined by the County as meeting the definition of a time - limited family emergency beyond the family's control. o Families requiring further in -depth assessment to determine the need for ongoing basic cash assistance, as determined by the Colorado Works Case Manager, may receive a family stabilization state diversion payment to meet their immediate needs in order to stabilize the family while the assessment is completed. Further in -depth assessment includes, but is not limited to, one or more of the following areas: • Academic testing • Job skills evaluation • Budget and needs assessment • Barrier identification • Disability evaluations • Or other areas approved by a Department Supervisor or the Department Director. • The participant must demonstrate the household is not in need of long term cash assistance as determined by: o Client statement, o Verification of employment and /or other income that will be sufficient to assure long -term self-sufficiency. Self-sufficiency will be determined cY Y by comparing total household monthly income to total household monthly expenses for shelter, food, transportation, medical needs and personal items as identified by the client, o Documenting a non - recurring need for a specific item or type of assistance as a means to attain or maintain long term mself- sufficiency, AND o Documenting that the amount of diversion payment is sufficient to divert the family from assistance and assure long -term self - sufficiency. • Applications submitted by an employee of the Department will be processed according to the same guidelines as all other applications. The Department Director or their designee will approve any planned action regarding PP Y p g g an applicant/ participant pant who is an employee of the Health & Services s . a enc g Y • Recipients of a State Diversion grant must agree to a 12 -month period of Colorado Works ineligibility, unless good cause is evidenced via extenuating circumstances. The Department Director or their designee must approve any good cause exception to the 12 month period of ineligibility. o Good cause exceptions are: • Parent ability to work: Layoff due to reduction in force; or the parent /caretaker has a disability that interferes with work activity. Objective Criteria: physician or mental health professional statement or receipt of SSI /OASDI. • Pregnancy: the single caretaker is pregnant. The good cause exception can be granted only within a period not to exceed 12 weeks which can extend from the ninth month of pregnancy through the 3rd month of infant care. Objective Criteria: verification of pregnancy status and request by the parent to provide care and bonding. • Disabled child needing care: The parent /caretaker is required in the home on a full -time basis to care for the disabled child. Objective Eagle County Colorado Works Program Policy Page 2 of 4 CW -18 State Diversion February 1, 2011 Criteria: physician statement or certification by a Community Centered Board. • Lack of child care: There is no available childcare while the parent participates in work activity. Objective Criteria: The Department verifies absence of relative, legally exempt or licensed childcare. • Lack of Transportation: There is no transportation to work activity. Objective Criteria: The Department will verify the absence of public transportation and the absence of private transportation that could be accessed by the participant. • Domestic violence: Separation due to domestic violence or child abuse; or, there is an imminent risk of domestic violence to the participant. Objective Criteria: The parent /caretaker makes such a request for exception and there is documentation of law enforcement reports of intervention to protect the parent /caretaker from domestic violence. • Family trauma: Family disaster such as a fire, flood or major crime victimization, or eviction (through no fault of the family) necessitating a search for housing; death or incarceration of a parent, spouse or caretaker; death of a child or the need to provide care for a family member; or other situations which are determined by the County Director as meeting the definition of a family disaster. Objective Criteria: Verification through independent sources of a family disaster; or, assessment and statement by a mental health professional with a plan for counseling that will enable the family y to restore family functions; or, a statement by a physician Y p y n that the parent /caretaker is needed in the home to provide care for another family member. Allow, ble Use o Funds State 1 iversion grant funds will be used for a specific item or type of assistance where there 1. a demonstrated non - recurrent need as a means to attain or maintain long term self -su ficiency. A State Diversion grant may be used for, but is not limited to, the following types of short -term assistance: • ork- related expenses such as uniforms, dues, or supplies • ransportation assistance including car repair, car insurance, etc • ousing assistance • raining or education, or • ) amelioration of any other identified barrier to employment or self - sufficiency. Payme t will be based on the participant's actual need estimate rather than a fixed formul Paymen • State Diversion grant may not exceed $3,000 unless approved by the Department irector or designee. In no case shall a State Diversion grant exceed $5,000. A State iversion grant will not be awarded more frequently than each 12 month period Eagle Courty Colorado Works Program Policy Page 3 of 4 CW -18 State Diversion February 1, 2011 unless good cause is demonstrated. The Department Director or their designee must approve any good cause exception to the 12 month period of ineligibility. o A Family Stabilization State Diversion grant amount will be based on the household's immediate need and those anticipated during the in -depth assessment timeframe, which will not be longer than four months. • Payments will be provided to the participant directly on his /her EBT card or through a vendor payment, depending on circumstances. Conditions for utilizing Vendor Payments will be contained in the Individual Responsibility Contract (IRC). Additional Criteria • State Diversion recipients must enter into an Individual Responsibility Contract (IRC) that documents why s /he does not need ongoing assistance, specifies the need for and the specific type of non - recurring assistance to be provided, defines the terms and expectations of the grant, and specifies the possible impacts on other assistance including Medicaid, Food Stamps, and Child Care. o Recipients of a Family Stabilization State Diversion grant are required to participate in employability assessment, job search, and /or any other work activities as established in the IRC. • Individual Responsibility Contracts will be completed for all custodial parents or caretakers of eligible children who are recipients of state -wide diversion grants and will be developed in conjunction with the participant and other service providers. The expectations under the IRC will be in writing and will be acknowledged by signature of all parties to the IRC. The IRC will be effective upon review and approval by the Department Director or designee. • The decision to approve a State Diversion grant must be within budget allocations and as funding allows. • Applicants who misrepresent their need, income, resources and situation will be prosecuted for fraud. • State Diversion payments are subject to recovery. Such recovery will be pursued according to program regulations. Adopted by t he Eagle County y Board of County Commissioners (� Ado Y ty o ners on this day of February, 2011. A Al . 1 Jon Stavney, Ch. rman Nothing in the Eagle County Colorado Works program shall be interpreted to create a legal entitlement in any participant to assistance or services provided pursuant to the Colorado Works program. Eagle County Colorado Works Program Policy Page 4 of 4 CW -18 State Diversion February 1, 2011 ff .. EAGLE COUNTY Health & Human Services Colorado EAQLE ourvn PROGRAM POLICY POLICY TITLE REFERENCE Colorado Works Personal Responsibility and Work Statutory Rape Prevention Opportunity Reconciliation Act (PRWORA) of 1996 POLICY NO. EFFECTIVE DATE { CW -19 February 01, 2011 BACKGROUND The Personal Responsibility and Work Opportunity Reconciliation Act (PRWORA) of 1996 Section 101 (7) states; "An effective strategy to combat teenage pregnancy must address the isue of male responsibility, including statutory rape culpability and prevention. The increise of teenage pregnancies among the youngest girls is particularly severe and is linked to predatory sexual practices by men who are significantly older ". PUR OSE The P rsonal Responsibility and Work Opportunity Reconciliation Act (PRWORA) requires each state tO "conduct a program designed to reach State and local law enforcement officials, the education system, and relevant counseling services, that provides education and training on the problem of statutory rape so that teenage pregnancy prevention programs may be expanded in scope to include men." This is a federal law and is not required by State statute, but is encouraged by the Colorado Department of Human Services. DEFINITIONS Statutory Rape can result from redator sexual practices b P Y p by men who are significantly older than their teenage victims. POLICV Eagle County Health and Human Services shall provide all Colorado Works participants with service coordination with local rape crisis programs, law enforcement and mental health ervices. • Eagle County Public Health Department provides family planning services and c ommunity education on teen pregnancy prevention for Eagle County Health & ftuman Services. • 3right Future Foundation provides help for Victims of Domestic Violence and Sexual Assault. Bright Future Foundation provides a 24 -hour crisis line, domestic violence dvocacy, training and safety plans, support groups and community outreach. ervices are offered in English and Spanish. • ( West Mental Health Corporation, a Eagle County nonprofit organization, Orovides mental health services. • All services listed above are for teenagers as well as adult women and men. • Law enforcement participates in the Child Protection Team meetings where human service specialists in youth and family services, case managers, youth programs emphasizing prevention of at -risk behaviors, mental health and substance abuse professionals and school counselors work together to provide wrap- around services for youth in crisis and to prevent troubled youth from reaching crisis. Adopted by the Eagle County Board of Cou ty ommissi i • r on this 15 day of February, 2011. 4� 4 Jo - Stavney, C . rman Nothing in the Eagle County Colorado Works program shall be interpreted to create a legal entitlement in any participant to assistance or services provided pursuant to the Colorado Works program. Eagle County Colorado Works Program Policy Page 2 of 2 CW -19 Statutory Rape Prevention February 1, 2011 r ' EAGLE COUNTY Health & Human Services Economic & Aging Services EAGLE COUNTY POLICY POLICY TITLE REFERENCE Colorado Works C.R.S. 26 -2- 706.6(2,4), 26- 2- 709(1,2) Supportive Services (Other Assistance) CDHS Volume 3.600; 3.620 Agency Letter TCW- 10 -03 -I POLICY NO. EFFECTIVE DATE j CW -20 February 01, 2011 BAC GROUND Eagl County may provide Supportive Services /Other Assistance to eligible Colorado Wor participants in order to promote sustainable employment. Supportive Servi es /Other Assistance may be in the form of cash or services. PURPOSE To set forth the Supportive Services /Other Assistance service and dollar limits provided through the E 1e County Colorado Works program. DEFI ITIONS Othe Assistance - Supportive Services and Additional Cash Assistance I Supp rtive Services - Support that is not intended to meet ongoing basic needs, and that is intended to promote sustainable employment Additi nal Cash Assistance - Support in addition to a basic cash assistance payment design d to meet the basic ongoing needs of the persons in the assistance unit POLIC Eagle County provides one -time and ongoing Other Assistance for participants of the Colorado Works ro ram. p This assistance is intended to promote g p o ote sustainable employment and i d s c.etermined by individual y dividual assessment with the guidelines provided below. Income eli ibili • articipants must be eligible for Basic Cash Assistance. Additional eligibility criteria • 11 case types (child -only, one - parent, and two- parent) are eligible for the supports efined by this policy. 1 • e decision to provide other assistance and /or supportive services will vary based o the family's needs. • Assistance must be consistent with the participant's assessment and documented in the Individual Responsibility Contract (IRC) between the participant and Eagle County. • Applications submitted by an employee of the Department will be processed according to the same guidelines as all other applications. The Department Director or their designee will approve any planned action regarding an applicant/ participant who is an employee of the Health & Human Services agency. Payment • Payment will be made based on the values defined by Eagle County for One Time Additional Cash Assistance, Ongoing Additional Cash Assistance, Other Assistance and Supportive Services as follows: o One Time Additional Cash Assistance: the equivalent of no more than three months' basic cash assistance grant and may be issued no more than once per calendar quarter; supports employment and job training goals outlined in the IRC; education incentives are included as one -time additional cash assistance. o Ongoing Additional Cash Assistance: the equivalent of no more than the monthly basic cash assistance grant which may be paid for no longer than 24 months; supports employment and job training goals outlined in the IRC. o Other Assistance: including but not limited to supportive services and additional cash assistance, in addition to the basic cash assistance grant; intended to promote sustainable employment o Supportive Services: not intended to meet ongoing basic needs of food, shelter, clothing, utilities, household goods, personal care items, and general incidental expenses. • Payments will be provided to the participant directly on his /her EBT card or through a vendor payment, depending on circumstances. Conditions for utilizing Vendor Payments will be contained in the Individual Responsibility Contract (IRC). • The decision to approve a Supportive Services /Other Assistance grant must be within budget allocations and as funding allows. • Applicants who misrepresent their need, income, resources and situation will be prosecuted for fraud. • Supportive Services /Other Assistance payments are subject to recovery. Such recovery will be pursued according to program regulations. Allowable Uses of Funds Supportive Services Eagle County may authorize one -time assistance payments to eligible participants intended to promote sustainable employment. Households are eligible for no more than one payment per calendar quarter for the following types of purchases: • Transportation expenses to participate in employment, training or job preparation • Employment required tools, equipment, or clothing • Glasses or other prosthetic devices necessary for employment and not covered under Medicaid or Vocational Rehabilitation services Eagle County Colorado Works Program Policy Page 2 of 3 CW -20 Supportive Services February 1, 2011 • Relocation assistance, consistent with a firm job offer that will result in self- sufficiency and termination of WORKS benefits. • Housing deposits • Utility deposits Installation of phone service Emergency assistance: shelter, childcare, or food Other work - related expenses specified in the IRC and approved by the county • Work supplies and equipment not covered by the Workforce Investment Act (WIA) • Personal care items and services needed for participating in work- related activities • Other work - related expenses specified in the IRC • Incentive payments (not to exceed the equivalent of three months of BCA), as outlined in the IRC and based on County policy which include educational incentives for high school graduation, GED attainment and post- secondary education. Additional Cash Assistance Eagle County may authorize recurring payments for up to 24 months designed to meet the basic ongoing needs of the persons in the assistance unit, as determined by needs assessment and documented in an IRC. Basic ongoing needs shall consist of, but are not limited to, the following: • Transportation expenses to participate in employment, training or job preparation activities • Training expenses, work supplies and equipment not otherwise covered by WIA • Personal care items and services needed for entering work related activities • Other work - related expenses specified in the IRC and approved by the County Director. • Vendor payments may be made at the request of the participant or the County I Adop d by the Eagle County Board of County Commissioners on this 16 day of Februry, 2011. ��, vi Stavney, C • - rman Nothing i the Eagle County Colorado Works program shall be interpreted to create a legal entitlement in any participa t to assistance or services provided pursuant to the Colorado Works program. Eagle Cou ty Colorado Works Program Policy Page 3 of 3 CW -20 S portive Services February 1, 2011 EAGLE COUNTY Health & Human Services Colorado Works fAGLfCOUNTY PROGRAM POLICY POLICY TITLE REFERENCE Colorado Works C.R.S. 26 -2 -805 Transitioning from Colorado WORKS to CDHS Volume 3.919(D) Low- Income Child Care Assistance Agency Letter CC- 01 -3 -P August 6, 2001 • Agency Letter CC- 05 -01 -1 January 10, 2005 POLICY NO. EFFECTIVE DATE CW -21 February 01, 2011 BACKGROUND County Departments of Human Services shall provide child care assistance for a family transitioning off the Colorado Works program due to employment or training without requiring the family to complete an application for low- income child care. PURPOSE To set forth the criteria under which children of families transitioning off the Colorado Works program can obtain low- income child care assistance. DEFINITIONS Colorado Works is Colorado's Temporary Assistance for Needy Families (TANF) program and provides public assistance to families in need. Colorado Works Program is designed to assist customers in becoming self - sufficient by strengthening the economic and social stability of families. The Colorado Child Care Assistance Program (CCCAP) provides financial assistance to low- income families that are working, searching for employment or are in training. POLICY Families who leave the Colorado WORKS program due to employment will be transition to the Low - Income Child Care Assistance Program. • Low - Income Child Care Assistance Application Not Required For Transitioning Families ' o No Low - Income Child Care Assistance Application will be required of Colorado WORKS families leaving the Colorado WORKS program due to employment or training. o At the point of transition, the Colorado WORKS case manager will obtain a signed Client Responsibilities Agreement form. The original of these forms will be kept in the Low - Income Child Care Assistance case file with a copy in the Colorado WORKS case file. o Information to be shared includes: • Household composition and verification • Activity information and verification • Any additional information related to low- income eligibility as outlined in Volume 3.900 ■ Colorado WORKS Cases Which Will Not be Transitioned to Low - Income Child Care Assistance Program o Circumstances where to transition from Colorado WORKS to Low - Income Child Care Assistance Program will occur: • The family leaves the Colorado WORKS program due to a program violation as determined in Section 3.621; • The family is participating in training activities which do not meet the definition of an allowable approved training activity under the Eagle County Child Care Assistance plan. • Eagle County's Low - Income Child Care Assistance program's income eligibility level is below that of the transitioning family; or • Eagle County's Low - Income Child Care Assistance program has a waiting list. o Noticing Requirements When No Transition Will Occur • All Colorado WORKS participants who will not be transitioned due to the reasons listed in XII(B)(1) will be noticed according to regulations outlined in Volume III, Section 3.830 and 3.924. Adopted by the Eagle County Board of Coun • I mmis ' this 16 Y sio� rs on this day of February, 2011. .r t IL Stavney, ` : irman I , Nothing in the Eagle County Colorado Works program shall be interpreted to create a legal entitlement in any participant tc assistance or services provided pursuant to the Colorado Works program. Eagle County Colorado Works Program Policy Page 2 of 2 CW -21 Transitioning from Colorado Works to Low - Income Child Care February 1, 2011