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HomeMy WebLinkAboutC99-115 Eagle County WORKS ProgramEAGLE COUNTY HEALTH & HUMAN SERVICES EAGLE COUNTY WORKS PROGRAM Policies - Adopted May 24,1999 by the Eagle County Board of County Commissioners Nothing in the Eagle County WORKS program shall be interpreted to create a legal entitlement in any participant to assistance or services provided pursuant to the Colorado WORKS program or the Eagle County WORKS program. I. Application and Assessment Process A. Ability to apply - Applicants shall have the option of applying for any and all programs offered by Eagle County Health and Human Services. Applicants will be advised of various program options, benefits, services, eligibility requirements and client responsibilities at time of application. Applications will be available in ECHHS offices during normal working hours and by mail. B. Action on Applications Applicants will receive an appointment to process their application within five working days. If an emergency housing, food, child care or medical need exists, applicants will be seen the same working day. All applications will be processed within 45 days. C. Assessment Applicants for WORKS will complete an assessment of job readiness within 30 days of application. This assessment will include a structured interview with an ECHHS case manager; an overview of employment readiness through identification of job skills and education, child care options, transportation, housing and other work support factors; and completion of other additional assessments of job readiness as may be indicated by the structured interview and overview of employment readiness. D. Participant Responsibilities Participants in the WORKS program are required to > give truthful and accurate information and to provide information on the factors that determine eligibility as required by State and County Program Regulations. > cooperate with child support enforcement efforts. > have current immunizations for their children and provide written proof. > participate in the job readiness assessment process. > participate in development and signing of Individual Responsibility Contract. > cooperate with training, education or work requirements. > report and document compliance with their Individual Responsibility Contract. > provide timely return of their Monthly Status Report (7th or 8th of the month). > notify the agency in advance if they cannot keep appointments. > follow through with the IRC plan and referrals agreed upon. > request good cause exemptions in a timely fashion. > voice grievances in accordance with the County's dispute resolution process.. EAGLE COUNTY WORKS PROGRAM POLICIES Adopted May 24,1999 Page 2 E. Agency Responsibilities > to treat participants with dignity and respect. > to hold private and confidential all information regarding the participant's application, benefits, IRC and case records. > to inform participants of their rights and responsibilities. > to provide information on agency programs and benefits. > to accept applications for benefits or services. > to apply the rules of eligibility equally. > to act in a timely and courteous manner on a participant's request for services. > to engage the participant in the planning of services. > to inform participants about the services or care that they will be receiving; the staff involved; the frequency and.length of service. > to allow participants to refuse services or treatment within the confines of law and inform participants of the consequences of their actions. > to provide translation services or services in the participant's own language. (including language translator, sign language, visually impaired assists) > to notify participants of the reasons for agency decisions. > to provide information on other community service options. > to receive grievances and complaints about unsatisfactory treatment without reprisal; and to investigate those grievances or complaints > to allow participants to appeal the decisions of the Department regarding their application for or receipt of benefits and services II. Basic Cash Assistance Basic Cash Assistance will be provided in accordance with statewide eligibility criteria and the rules established by the State Board of Human Services. A. Optional payment methods: 1. Monthly basic cash assistance grants. Z Vendor payments. Vendor payments may be used for Statewide and County Diversion benefits; for lump sum payments; or, when vendor payments are requested by the participant. 3. Lump sum payments: Lump sum payments may be authorized when the participant is at imminent risk of homelessness or loss of employment and when (1) a lump sum payment can secure housing or employment without, (2) jeopardizing the participant's ability to participate in work -related activities, or (3) the,participant's ability to meet other basic needs of their family. EAGLE COUNTY WORKS PROGRAM POLICIES Adopted May 24,1999 Page 3 B. Conditions for Authorizing Vendor Payments: 1. Statewide and County Diversion : Based on the Individual Responsibility Contract between the participant and Eagle County as approved by the County Director or designee. 2. Lump Sum payment: That portion of the lump sum payment required to secure housing or employment will be identified in the Individual Responsibility Contract between the participant and Eagle County as approved by the County Director or designee. 3. At Participant's Request : When the participant requests in writing that vendor payments be made. The request will be reviewed and approved by the County Director or designee. III. Individual Responsibility Contracts Individual Responsibility Contracts will be completed for all persons over age 18, and for all persons under age 18 who have not completed high school and are not in school and who are recipients of basic cash assistance, statewide diversion grants and county diversion grants. Individual Responsibility Contracts 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 Director or designee. IV. Employment and Job Preparation Requirements All WORKS applicants are expected to participate in work -related activities. Eagle Couy 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 months._ A. Fair and objective criteria for the determination of exception from work -related requirements: 1. Parent Ability to Work : The parent/caretaker has a disability that interferes with work activity. Objective Criteria: physician statement or receipt of SSI/OASDI. 2. Disabled Child Needing Care: The parent/caretaker is required in the home on a full-time basis. Objective Criteria: physician statement or certification by a Community Centered Board agency. 3. Lack of Child Care : There is no available child care while the parent participates in work activity. Objective Criteria: The Department will verify the absence of relative, legally exempt or licensed child care. 4. Transportation : There is no transportation to work activity. Objective Criteria: The Department will verify the absence of public transportation, the absence of private transportation that could be accessed by the participant. EAGLE COUNTY WORKS PROGRAM POLICIES Adopted May 24,1999 Page 4 5. Domestic Violence : The parent/caretaker would be placed at imminent risk of domestic violence if thgy participated in a work related activity. Objective Criteria • The parent/caretaker makes such a request and there exists documentation of law enforcement retorts and intervention to protect the parent/caretaker from domestic violence. B. Work -related activities The following activities are recognized by the county as meeting work related requirements: 1. Unsubsidized employment 2. Subsidized private sector employment - through JTPA 3. Subsidized public sector employment - through JTPA 4. Work Experience 5. On -the -Job Training - see B & C. 6. Job Search and Job Readiness Activities 7. Community Service Programs as available in the community. 8. Vocational educational training - not to exceed 12 months/individual 9 Provision of child care services to a participant in a community service program. 10. Job Skills Training directly related to employment - employer specific. 11. Education directly related to employment in the case of a participant who has not received a high school diploma or certificate of high school equivalency. 12. Satisfactory attendance at secondary school, Adult Basic Education, English as a Second Language or in a course of study leading to a certificate of general equivalence, in the case of a participant who has not completed secondary school or received such a certificate. 13 Domestic violence, mental health or substance abuse treatment that is necessary in order to participate in other work -related activities._ Special Note : Items 10-13 do not count toward the f rst 28 hours per week for purposes of the Federal work participation rate calculations. V. Other Assistance A. Cash Additional cash assistance may be provided to a WORKS' client to support employment and job training goals that are outlined in the client's Individual Responsibility Contract as reviewed and approved by the Director or designee. Additional cash assistance may be one-time assistance or may be ongoing assistance. 1. One - time cash assistance: One time cash assistance may be equivalent to no more than one month's basic cash assistance level. One time cash assistance may be authorized for the following: > employment related transportation expenses > employment required tools, equipment or clothing. EAGLE COUNTY WORKS PROGRAM POLICIES Adopted May 24,1999 Page 5 > glasses or other prosthetic devices necessary for employment and not covered under Medicaid or Vocational Rehabilitation Services. Vendor payments will be utilized wherever possible. > relocation assistance with a firm job offer that will result in self-sufficiency and termination of WORKS benefits. > housing or utility deposits. > installation of phone service. 2.Ongoing additional cash assistance: Ongoing additional cash assistance may be equivalent to no more than %2 the monthly basic cash assistance grant. Ongoing additional cash assistance above that of the basic cash assistance grant may be provided to assist with the following: > employment related or job preparation transportation - not exceeding .13/mile. > training, work supplies and equipment expenses not otherwise covered by JTPA. > personal care items and services needed for entering work related activities. > other work -related expenses identified by the participant, specified in the IRC and approved by the County Director or designee. 3. Additional cash assistance for kinship placement of children on -parent caretakers who are within the 5th degree of relationship to the children may receive ongoing cash assistance in an amount not to exceed the usual family foster care reimbursement of Eagle County. B. Other Services Eagle County Health and Human Services will connect WORKS participants with other community services which support self-sufficiency goals and will use WORKS funds to purchase these services through vendor payments when they are not available under Medicaid or in the community without additional cost to the family or the agency. Purchased Services may be provided in a total amount not to exceed the equivalent of six months basic cash assistance grant. These services will also be made available under the WORKS program to families that qualify for services under Title IVA-EA of the Social Security Act. That is, for families : > whose children are living at home or with relatives within the 5th degree, and > who are US citizens or documented residents, and > whose gross family income is less than S 75,000/ year, and > who are experiencing an "emergency" that impacts their ability to care for their children. Purchased Services may include the ollowing-.- > Emergency Assistance - food, shelter, child care, clothing. > Literacy and English as a Second Language services. > Adult Basic Education or General Equivalency Diploma services. > Pre -employment skill building and self-esteem services. (Youth 16+ and adults.) > Parenting education and support services. tN� EAGLE COUNTY WORKS PROGRAM POLICIES Adopted May 24,1999 Page 6 > Family and interpersonal communication skill building services. > Substance abuse treatment services. > Domestic violence crisis intervention and treatment services. > Youth mentoring services. > Youth.indgpendent living services for youth between the ages of 16 and 19. > Intensive Family home based services. > Day Treatment services for youth who are enrolled in public school. > Homemaker services for disabled adult caretakers or disabled children which enable another adult caretaker to be engaged in a work -related activity. > Interim housing assistance to families that qualify under Section 8 housing programs during that period of time from qualification to the receipt of Section 8 housing benefits. > Transportation services to access needed community services not to exceed 13 cents/mile. > Financial and household management education and coaching. > Job coaching - how to look for and apply for a job, resume writing, interviewing. > Translation services that would aid in application for employment or participation in work related activities. > Medical case management services. > Child Support Enforcement - custodial parent fee. > Legal services related to domestic relations and landlord/tenant issues. C. Time Limits for Other Assistance 1. Cash Assistance One-time assistance - no more than one payment in a calendar quarter. On -going assistance - up to 24 months. 2. Purchased Services - throughout the time of WORKS eligibility and for six months after achieving self-sufficiency. D. Restrictions on Other Assistance 1. Cash Assistance : Must be eligible under the Colorado WORKS program. Additional needs must be documented and included in the Individual Responsibility Contract between the participant and Eagle County as reviewed and approved by the County Director or designee. 2. Services : Service needs for WORKS participants must be documented and included in the Individual Responsibility Contract between the participant and Eagle County as reviewed and approved by the County Director or designee. Service needs for Title IVA-EA families must be documented in an application for services and be reviewed and approved by the County Director or designee. All services except for services related to training and employment will be available to client families on a VOLUNTARY basis. Eligibility and appropriateness for services will be determined by service vendors. 1wa� 11144� EAGLE COUNTY WORKS PROGRAM POLICIES Adopted May 24,1999 Page 7 VI. Statewide Diversion A. Criteria for receipt of a statewide diversion grant 1. The family is NOT in need of long-term cash assistance as determined by: a. Client statement b. Verification of employment and other income that will be sufficient to assure long-term self-sufficiency. Determination of self-sufficiency will compare total monthly income to total monthly expenses for shelter, food, transportation, medical needs and personal items as identified by the client. 2. The family, at time. of application, meets the eligibility criteria for the Colorado WORKS program. 3. The amount of diversion payment, up to the equivalent of SIX month's basic cash assistance under WORKS, is sufficient to divert the family from assistance and assure long-term self-sufficiency. B. Method of Payment Vendor payments and direct payments to participants will be utilized for statewide diversion grants. C. Limits on reapplication Applicants for Statewide Diversion grants will agree in writing to NOT apply for basic cash assistance or diversion grants for a period of 12 months. D. Services Eagle County Health and Human Services will make the following in -kind services available to recipients of statewide diversion grants: > Information and Referral services to other community agencies. Employment related services may be purchased on a one-time, lump sum basis in accordance with the limits of the Statewide Diversion program. VII. County Diversion Program A. Criteria for receipt of a county diversion grant 1. The family's income does not exceed 185% of the federal poverty level. 2. The family meets all the other criteria for eligibility under the Colorado WORKS program. 3. The family is NOT in need of long-term cash assistance as determined by: a. Client statement b. Verification of employment and other income that will be sufficient to assure long-term self- sufficiency. Determination of self-sufficiency will compare monthly income to monthly expenses for shelter, food, medical needs, transportation, and personal items as identified by the client. 4. The amount of diversion payment, up to the equivalent of SIX month's basic cash assistance under WORKS, is sufficient to divert the family from assistance and assure long-term self-sufficiency. 14tripd EAGLE COUNTY WORKS PROGRAM POLICIES Adopted May 24,1999 Page S B. Method of Payment Vendor payments and direct payments to participants will be utilized for county diversion grants. C. Limits on reapplication Applicants for County Diversion grants will agree in writing to NOT apply for basic cash assistance or diversion grants for a period of 12 months. D. Services Eagle County Health and Human Services will make the following in -kind services available to recipients of county diversion grants: > Information and Referral services to other community agencies. Employment related services may be purchased on a one-time, lump sum basis in accordance with the limits of the County Diversion program. VIII. Sanctions and Fraud A. Basic Cash Assistance 1. Sanctionable Items Sanctions will be imposed in accordance with State rules for sanctions and disqualifications. Sanctionable items include: > Refusal to participate in work related activities - terminate adult benefits. > Failure to cooperate with Child Support Enforcement - terminate adult benefits. > Failure to participate in work related activities in the IRC - 3 tier sanction. > Failure to secure immunizations for children - 3 tier sanction. > Fraud - removal of caretaker from the grant for 12 month period for the first offense, 24 months for the second offense and lifetime for the third offense. > Misrepresentation of information to receive assistance in two states or two counties arthe same time - ineligible for a period of 10 years. 2. Three tier sanction for basic cash assistance First Sanction: 1 month or until cured Second sanction: 3 months or until cured Third sanction: 6 months or until cured 3. Reasons for good cause of not imposing sanctions: > incarceration. > jury duty. > 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; or other situations which are reviewed by the County Director as meeting the definition of a time -limited family emergency. `uwd EAGLE COUNTY WORKS PROGRAM POLICIES Adopted May 24,1999 Page 9 4. Process for establishing good cause: A participant may request conciliation or good cause exception from the imposition of sanctions. Recipients must contact their worker within 48 hours of any emergency unless that individual is incapable of making such contact. A request for conciliation is a request to explain the mitigating circumstances that interfered with compliance on items within the Individual Responsibility Contract. A request for good cause exception must be accompanied by written documentation of incarceration; jury duty; or family emergency or signed releases for the agency to obtain such written documentation of good cause. Verification of a family emergency and review by the County Director or designee will be accomplished within two working days of the request. During the period of the review, sanctions will not be imposed. If the good cause determination is not approved, the participant will be notified in writing of imposition of sanctions in accordance with the general procedures of the Colorado WORKS program. B. Other Assistance Sanctions on other cash assistance and purchased services will be applied in the same proportions as sanctions on the basic cash assistance grant. Reasons for good cause will be the same as in basic cash assistance. Client notice, decision making and review of decisions will be conducted in the same manner as in basic cash assistance. C. Statewide Diversion Grants The Statewide Diversion program is a one-time authorized payment plan. Sanctions, other than the agreement to not reapply for 12 months, will not be imposed. Applicants who misrepresent their need, income, resources and situation will be prosecuted for fraud. Good cause exception to the requirement that a family not reapply for assistance within a 12 month period following the provision of benefits under the Statewide Diversion program: > death of a caretaker. > disability of a caretaker as documented by a physician. > the disability of a child that now requires full time care by the parent in the home. > dissolution of marriage. > separation due to domestic violence or child abuse. > layoff from a reduction in force. > incarceration of the primary wage earner. > family disaster such as a fire, flood or major crime victimization; eviction, through no fault of the family, necessitating a search for housing; or other situations which are reviewed by the. County Director as meeting the definition of a family disaster. EAGLE COUNTY WORKS PROGRAM POLICIES Adopted May 24,1999 Page 10 D. County Diversion Grants The County Diversion program is a one-time authorized payment plan. Sanctions, other than the agreement to not reapply for 12 months, will not be imposed. Participants who misrepresent their need, income, resources and situation will be prosecuted for fraud. Good cause exception to the requirement that a family not reapply for assistance within a 12 month period following the provision of benefits under the County Diversion program: > death of a caretaker. > disability of a caretaker as documented by a physician. > the disability of a child that now requires full time care by the parent in the home. > dissolution of marriage. > separation due to domestic violence or child abuse. > layoff from a reduction in force. > incarceration of the primary wage eamer. > family disaster such as a fire, flood or major crime victimization; eviction, through no fault of the family, necessitating a search for housing; or other situations which are reviewed by the County Director as meeting the definition of a family disaster. IX. Dispute Resolution Participants may request a meeting with the County Director or her designee to review the factors of their individual situation and the basis for the county decision regarding cash benefits, services or sanctions. Meetings with the County Director or designee will occur within 5 working days. Benefits will continue during the period of County dispute resolution. Participants who disagree with the Director's review of their situation will be provided information on the their right to appeal the county's decision. Eagle County will NOT provide interim relief when a participant appeals an agency decision after the prior notice has expired. Adopted by the Eagle County Board of County Commissioners on this 24th day of May,1999. r Attest:Q Volumette Phillips, Eagle County Bard of Commissioners Eagle County Clerk and Recorder lc�pLk Tom C. Stone, Vice -Chairperson E.Johnson, DISTRIBUTION Oriatnals to: dCn,,.ac, 2. 0 ' "- i �-7 3. 4. Conics to: I. Accounting 2.