Food Stamp Employment and Training. Voluntary Program

Transcription

1 ATTACHMENT - B Food Stamp Employment and Training Voluntary Program 1. American Recovery and Reinvestment Act (ARRA) waiver 2. Food Stamps Application Process 3. AWI Automated Process and WorkNet Services 4. Voluntary Program Customer Process 5. Voluntary Program Activities

2 Standard Operating Procedure - Section 1 Date: July 22, 2009 To: All FSET Program Staff Members Subject: American Recovery and Reinvestment Act (ARRA) waiver The State of Florida will be operating under an American Recovery and Reinvestment Act (ARRA) waiver based on the trigger for state extended benefit indicators outlined in P.L Under the ARRA waiver, Florida will be operating a volunteer Employment and Training (E&T) program, which is integrated part of the workforce system designed to help move Customers towards work and self-sufficiency. As one of Florida s 24 Regional Workforce Boards (RWBs), WorkNet Pinellas s Food Stamp Employment and Training (FSET) program is a part of the Pinellas Workforce System established under Florida Statutes, Chapter 445 and implemented locally for Pinellas County residents. Employers and emerging businesses offer Customers the opportunity to work, earn and engage in the economic well-being of the State. Job seekers, whether employed, underemployed or unemployed, have specific skills to meet the needs of employers. Some skills are directly related to the opportunities available in the workforce, other skills are transferable. Job seekers may also need to develop skills that employers are looking for. Workforce brings employers and job seekers together. The WorkNet Pinellas will: Reach out to employers to identify jobs that are available in the community, as well as employment opportunities that are becoming available in emerging occupations; Identify training providers and connect job seekers to training/skill development activities designed to help Customers obtain employment; Work with job seekers to identify goals, skills and services to overcome/manage barriers to employment; and Connect job seekers and employers to strengthen Pinellas s families and economy.

3 Standard Operating Procedure Section 2 Date: July 22, 2009 To: All FSET Program Staff Members Subject: Food Stamps Application Process To apply for Food Stamps, customers must submit a Request for Assistance (RFA) application form requesting food stamps through the new ACCESS (Automated Community Connection to Economic Self-Sufficiency) website. To apply customers can go online to: Customers are encouraged to apply for assistance online in any of the community access points that are available around Pinellas County, including several WorkNet One Stop centers. Customers can also apply within their local (Pinellas County) Department of Children and Families (DCF) offices. If customers have any questions, they can contact the DCF Call Center at The DCF review process is initiated upon receipt of an RFA. If the case is determined to be a Green track case, DCF will advise the customer via mail or phone of any pended documentation that is requested. The customer can submit any pended documentation through the mail or drop boxes now located in the DCF lobbies. If the case is a Red track, DCF will advise the customer via mail or phone of any pended documentation that is requested and will complete a phone interview with the customer. If needed, DCF will schedule the customer for the traditional, intensive, follow up face-to-face meeting prior to opening any benefits. Once the case is approved, then the case is processed/opened for benefits by the DCF Processing clerk. To be eligible for food stamps, customers must allow DCF to obtain all documents deemed necessary for determining eligibility. The information provided by the customer must be correct, complete and the customer must update DCF when changes occur. Areas of eligibility are: 1. Financial The calculation of the amount of cash a family is eligible for is determined by the family s income less the applicable disregards. Income can be from a variety of sources including child support, earned income (example: a job), and unearned income (example: Social Security).

4 2. Resources A family cannot have resources over $2,000. Resources include cars, cash, bank accounts, and other types of assets. Cars cannot be over $8,500. There are penalties for transferring assets in order to qualify for assistance. 3. Household member Pregnant women are eligible in their last month of pregnancy or in their last trimester if restricted from work activities by their doctor. Families must cooperate with child support enforcement. Applicants must be citizens or qualified non-citizens. 4. Members in a grant Most family members are required to be in the grant. These include parents, children for whom benefits are being sought, siblings and ½ siblings in the home. Some members of the family are not required to be in the grant. These include caretaker relatives. Re-determination through periodic reviews by the DCF worker will occur on average every 6 months. Applicants who are ineligible for Food Stamps: Any persons convicted of felony drug trafficking are permanently ineligible for Food Stamps. Any person convicted of controlled substance felonies can still get Food Stamps unless the felony was for trafficking.

5 DCF Memorandum Regarding FSET program changes: DATE: June 16, 2009 TRANSMITTAL NO.: I TO: ACCESS Florida Operations Managers ACCESS Florida Program Offices FROM: Nathan Lewis, Chief, Program Policy SUBJECT: Food Stamp Employment and Training Changes EFFECTIVE: July 1, 2009 This memorandum is to let staff know about changes to Food Stamp Employment and Training (FSET) services the Agency for Workforce Innovation (AWI) will offer from July 1, 2009 through September 30, These changes are a result of a Food and Nutrition Service (FNS) approved statewide waiver and the American Recovery and Reinvestment Act of 2009 (ARRA). Food Stamp Only Cases and Food Stamp/Temporary Cash Assistance Cases Effective July 1, 2009, AWI will offer voluntary FSET services to work registrants ages 16 through 39. AWI will send outreach letters to these Customers about the opportunities associated with the volunteer FSET program. The Regional Workforce Boards will serve other volunteer food stamp recipients if funding is available. FSET penalties and sanctions for failure to comply with work requirements will not apply to Customers in food stamp only cases. If a household is receiving both food stamp benefits and Temporary Cash Assistance (TCA), and we receive a request to sanction due to noncompliance with a TCA work requirement, determine if the noncompliant Customer meets an FSET exemption or good cause reason. If the non-compliant Customer meets an FSET exemption or good cause reason, do not impose a food stamp penalty. If the Customer does not meet a food stamp exemption or good cause reason, apply penalties as follows: 1. If the head of the food stamp household is non-compliant - the entire assistance group becomes ineligible for the minimum penalty period. 2. If an assistance group member is non-compliant - Only the non-compliant Customer becomes ineligible for the minimum penalty period. FSET Services for ABAWDs Effective July 1, 2009 through September 30, 2010, time limits will not apply to ABAWDs in any Florida counties. There is not a requirement to enter time-limited months on the "ARFS" screen during these months.

6 Previously sanctioned ABAWDs and ABAWDs who have received food stamp benefits in three time-limited months, who reapply for food stamp benefits beginning July 1, 2009, may be eligible as long as they have served the minimum penalty period and meet all eligibility requirements. These Customers do not have to comply with FSET prior to approval of an application. Mandatory or Exempt At application and recertification, enter the correct "PART STAT" (participation status) code on the "AGPI" screen to show Customers are mandatory or exempt and enter "N" in the "VUL AWD" (vulnerable ABAWD) field to show Customers are not time limited. Continue to provide the Food Stamp Work Registration Notice CF-ES 2095 to households with members in a mandatory status. If there are policy questions, circuit/region offices may contact Connie Mathers at (850) cc: Director (Jennifer Lange) Program Policy (Florence Love, Eileen Schilling, Jena Grignon) FLORIDA Operations (Kara O Brien, Debbie Owens, Suzanne Poirier, Bill Hudgens) FLORIDA Help Desk (Cassandra Shaw-Johnson) Office of Quality Management (Jeri Flora) Office of Appeal Hearings (John Pritchard) Office of the General Council (Herschel Minnis) Office of Communications (Pat Smith) Florida Legal Services (Cindy Huddleston)

7 Standard Operating Procedure Section 3 Date: July 27, 2009 To: All FSET Program Staff Members Subject: AWI Automated Process and WorkNet Services In an effort to assist FSET staff with some of the clerical tasks associated with the FSET program, certain clerical processes have been automated by the Agency for Workforce Innovation (AWI). This automated process will reduce the amount of paperwork FSET staff must complete each time a To- Do is created through the FLORIDA interface. Automated process: 1. The OSST system will continue to receive a file containing information about food stamp recipients through an interface with the DCF s FLORIDA system. 2. The DCF will continue to code food stamp recipients who meet work registration requirements as work registrants. If the interface file indicates the food stamp recipient is a work registrant or recipient of Unemployment Compensation, then: A new FSET case will be created in OSST, or A case that already exists in the system will be reopened. 3. The incoming case will be treated like a volunteer, which means a sanction cannot be requested on the food stamp recipient s case in the OSST system. The OSST system will automatically confirm the New Case, Reopen or Transfer- To To-Do. If an unsatisfied FSET sanction exists on the OSST case, the sanction will be ended with an outcome of Other. The sanction is being resolved because the DCF has terminated the sanction in the FLORIDA system and started food stamp benefits. NOTE: If a previously sanctioned FSET customer that also received FS benefits across 3 time limited months, will generally be required to serve their current FSET penalty based on previous level of FSET sanction. Staff will review Florida to determine appropriate action when applicable. A case note will be created stating that the customer will be contacted for outreach and possible engagement.

8 4. If the food stamp recipient who is coded as a work registrant or Unemployment Compensation recipient is 16 through 39 years of age, the OSST system will mail an Outreach letter to the potential volunteer informing them about the program s opportunities. AWI mails the letter to the FSET participant. The Outreach Letter includes instructions for the program participant. 5. The OSST system will automatically close the food stamp case within a 90 to 180-day period (in OSST) if the individual is not participating in FSET program activities. The program staff will not be able to request a sanction since engagement is voluntary. If the individual begins complying with activities and requests assistance with transportation, program staff will be able to: Review the case in the FLORIDA system to determine if the individual is receiving food stamps; Reopen the case in the OSST system; Move the case in the OSST system to the correct unit; and Begin engaging the program participant in FSET program activities. 6. Engagement of volunteers who are not mailed an Outreach letter by AWI (under 16 and over 39 years of age); If the food stamp recipient is coded as a work registrant or Unemployment Compensation recipient, a case will still be built or reopened in the OSST system. The program participant will be able to log into the OSST system to learn about the FSET program opportunities and/or attend local orientation and assessment sessions. If the food stamp recipient s case does not exist in the OSST system but they wants to volunteer, staff will be able to verify that they are receiving food stamps via the FLORIDA system, build the case in OSST and engage the individual as a volunteer. WORK REGISTRANTS: Food stamp recipients who are coded as work registrants or Unemployment Compensation recipients will have a case built in the OSST system. The case will be created when the data is received from the FLORIDA via the interface.

9 Work registrants are food stamp recipients between the ages of 15 and 60 who do not meet one of the following conditions: A person who is 16 through 18 who are in school or enrolled in an employment and training program, on at least a half-time basis; A person determined by DCF to be physically or mentally unfit for employment; A participant in the WT program; A parent or other household member responsible for the care of a dependent child under six; A food stamp recipient caring for a disabled individual; A person who reports (s)he is involved in a substance abuse/mental health treatment program on a regular basis that interferes with employment opportunities. This does not include individuals who participate in Alcoholics Anonymous (AA) or Narcotics Anonymous (NA); An individual who is working 30 hours a week or more; or An individual who is earning the equivalent of working 30 hours a week or more based on minimum wage provisions. WORKNET SERVICES: FSET customers can learn more about the FSET voluntary program via the WorkNet Pinellas website: Customers will just follow the links to the FSET voluntary program to gain access to: Forms they may need such as Job Search, employment verification, education time sheets, work experience agreements, etc Resources and helpful links such as 211, DCF Access website, transportation disadvantaged program, etc. Contact information

10 Standard Operating Procedure Section 4 Date: July 27, 2009 To: All FSET Program Staff Members Subject: Voluntary Program Customer flow As of July 1, 2009, the FSET program has changed to a volunteer program to engage FSET recipients who want to participate in activities and receive Food Stamp Reimbursements (FSR s) to offset the cost of transportation. The goal of the FSET program is to help food stamp recipients gain skills and find employment. OSST SKILL DEVELOPMENT CODES: 593 Added when the customer is younger than 16 or older than 39. The Outreach letter will NOT be sent to these individuals. 599 Added when the customer is ages The Outreach letter will be sent to these customers by AWI. CUSTOMER FLOW: 1. Customer comes in and does not have a sanction (or conciliation), wants to work register per DCFs request, wants to volunteer with the FSET program, etc: a. Career counselor (CC) will verify the customer is open, receiving food stamps currently and is a work registrant. b. If yes, the CC will meet with this customer (before completing orientation and assessment) to explain the new FSET voluntary program and ask them whether they would like to work with the FSET program or not. i. If customer chooses not to work with FSET program. CC can close case immediately case noting that customer does not wish to work with the FSET voluntary program. ii. If customer chooses to work with us, CC will: 1. Check Skill development on OSST for a 593 or 599 activity code. If there is no 593/599 code, the CC will add a 594 authorization activity. This will allow the customer access to complete the State s online orientation/assessment.

11 2. Send customer back to the computer lab to complete the State s new orientation/assessment. 3. Once the customer completes orientation/assessment, OSST will now show the 594 or 593/599 code as completed and will now have an open Documentation submission activity open. 4. When customer is completed, they will go back to meet with the CC immediately to discuss the new FSET activities and assign the customer to the activity of their choice (job search, job search training, work experience, education/training, etc). 5. CC will change/update the 596 anticipated end date to the next deadline (15 th /30 th ). 6. CC will provide the customer with appropriate time sheets, the amount of hours needed (based on the new level of effort) and the deadline for submitting their time sheets (15 th /30 th ). 7. The new activity (Job Search, job search training, WE, Educ/Trng, etc) will NOT be entered into OSST until the customer submits their first time sheet. 2. Customer comes in and is submitting time sheets. a. Follow process in Step 1a/b above. 3. Customer comes in to request sanction lift and has served penalty period a. CC will request sanction lift in OSST and notify DCF via CLRC and fax. b. Customer is then completed with the process and can leave. c. Once customer applies for and receives Food stamps they will possibly receive an Outreach letter from AWI (Tallahassee) if they are a work registrant between the ages of Customer comes in with a sanction that is in the middle of the penalty period: a. Customer will have to serve out the remainder of the penalty period. b. They can reapply for Food stamps on the first of the following month (after penalty period is served). ENGAGED CUSTOMERS WHO FAIL TO COMPLY: Customer under the Career Counselor (CC) caseload that does not comply

12 1. Staff cannot request conciliations under the ARRA waiver. 2. Instead staff will send a Re-engagement letter (see G Drive for this form) outreaching to this customer to try and get them to comply. If customer does not show for this appointment The CC will close the case as non complaint with voluntary FSET program. This can happen the day of the appointment. Case note action taken on case. If the customer shows for the appointment The CC will explain the new FSET voluntary program and ask them whether they would like to continue working with the FSET program or not. i. If customer chooses not to work with FSET program. CC can close case immediately case noting that customer does not wish to work with the FSET voluntary program. ii. If customer chooses to work with us, CC will discuss new activity options and begin assisting as needed. iii. Case note action taken on case.

13 Standard Operating Procedure Section 5 Date: August 3, 2009 To: All FSET Program Staff Members Subject: Voluntary Program Activities WorkNet Pinellas has an integrated workforce system designed to engage job seekers, including food stamp recipients, in activities geared towards helping Customers gain skills, gain employability, and connect them to employment opportunities. FSET staff will be able to engage food stamp recipients in one or more of the following components: Job search; Job search training; Vocational training; Education; WIA activities (including TAA activities); Self-initiated work experience; Work experience; and Employment. JOB SEARCH (Activity code 505): Definition: Participants go and look for work each month by applying for jobs. This includes: Completing applications, Submitting resumes, Meeting with job developers for referrals to employers, Contacting employers about job opportunities, Attending interviews, Going to job fairs, and Other activities directly related to securing employment. Job searches may be conducted independently or in a group setting. Job searches will be recorded on a job search report form or in the EFM system. The data from EFM system may be used to verify the number of job search contacts that were made or the time spent in job search activities for the time period in question.

14 Level of effort: The customer will be asked to participate in at least 10 hours of job search activities each month. Hours will be recorded on a job search report form or electronically (which can be verified by staff). How will submitting an application with an employer count? One job search record equals two hours of participation. Hours of participation will be entered on the Job Participation Record (JPR) screen. What if a participant cannot complete all of the 10 hours due to a limitation? If a customer can participate in some part of the 10 hours but is limited due to transportation (the FSET participant can only receive up to $20 during the month), the participant can be considered to have met the level of effort. For example, the customer spends the entire $20 applying for work on-site with employers or attending activities (job fairs, interviews, etc.) and proof of both engagement and transportation expenses are secured, the participant may be considered participating. Other limitations may include medical issues, limited childcare, etc. How long can a customer participate in Job Search activity? This activity is not meant to be a year round activity; therefore a customer can participate in Job Search for up to 6 months. If a customer has not obtained employment within 6 months, the FSET staff will meet with this customer to re-evaluate their activity and determine whether the customer can use an additional 3 months (not exceeding and total of 9 months) or if they should be placed into another activity to improve job skills to increase their chances of becoming employed. JOB SEARCH TRAINING (Activity code 511): Definition: The job search training program has to provide meaningful assistance to the job seeker, helping improve his/her ability to get a job or employability. Job search training activities are designed to meet the needs of both employers and job seekers. Job search training may include (but not limited to) workshops, sessions or job clubs that address: Employability skills; Life skills (Research shows that basic communication and issues with managing barriers to employment are major issues that prevent customers from getting and keeping jobs.) Interpersonal skills; Time management;

15 Decision making skills; Basic job seeking skills (for example: how to complete a paper application, how to complete an Internet-based application, how to approach managers, how to fax a resume, etc.); Job retention skills; Interviewing skills; Resume development; Appropriate dress; Career assessments; Career planning; Etc. Level of effort: Participants may be given a set schedule to participate in job club activities, a schedule of workshops, classes, information about on-line classes or computer-based sessions, etc. Participants may attend classes associated with employability that are available in the community, at educational institutions, etc. Participants may also develop and update resumes using the EFM system. Participants will be expected to participate in activities for at least 10 hours a month. Documentation: Timesheet or job search report form will be acceptable. Hours of participation may also be secured from an electronic system, such as the EFM system. Hours of participation may be secured from a provider electronically, such as via a designated party as well. VOCATIONAL TRAINING (Activity code 527): Definition: Training that improves the employability of participants by providing training in a skill or trade. Vocational training allows the participant to move directly into employment. Level of effort: To be considered participating, the customer must participate in vocational training activities an average of eight hours a month (roughly two hours a week). Documentation: Hours will be documented by: a timesheet signed by the class instructor or progress report; a timesheet signed by a the Teacher s Assistant (TA) or progress report; a timesheet signed by a lab instructor;

16 a timesheet signed by a lab assistant; a timesheet signed by a clinical supervisor; a designated party at the school submitting hours on behalf of the institution or progress report; a document verifying hours of participation from an on-line or Internet based institution; a progress report from an on-line or Internet-based institution; or other documentation signed (including electronically signed) by a designated party. What if a participant cannot complete all of the eight hours due to a limitation? If a customer can participate for less than eight hours during the month because of a transportation issue (the FSET participant can only receive up to $20 during the month), the participant can be considered to have met the level of effort. For example, the Customer spends the entire $20 applying for going to classes (labs, tutoring sessions, etc.) and proof of both engagement and transportation expenses are secured, the participant may be considered participating. Other limitations may include medical issues, limited childcare, etc. EDUCATION (Activity code 526): Definition: Education provides FSET participants with the opportunity to improve: basic skills through Adult Basic Education (ABE); basic skills through General Equivalency Diploma (GED) activities; basic literacy; the ability to speak and read English via English Speakers of Other Language (ESOL) programs; the ability to speak other languages that are required for employment; the ability to use computers; skills required by employers; skills required by an occupation; skills required by an industry; etc.

17 17 Level of effort: To be considered participating, the customer must participate in educational activities an average of eight hours a month. Documentation: Same as documentation requirements listed above under Vocational Training. What if a participant cannot complete all of the monthly hours described due to a limitation? If an customer cannot participate in at least eight hours due to a limitation, such as transportation (the FSET participant can only receive up to $20 during the month), the participant can be considered to have met the level of effort. For example, the customer spends the entire $20 going to classes, labs, tutoring sessions, etc. and proof of both engagement and transportation expenses are secured, the participant may be considered participating. Other limitations may include medical issues, limited childcare, etc. WIA, INCLUDING TRADE ADJUSTMENT ASSISTANCE (TAA) (Activity code 528): Definition: The participant is engaged in the WIA and/or TAA program activities while receiving food stamps. Level of effort: The customer is required to participate in his/her self-sufficiency plan according to the WIA/TAA program requirements. Documentation: Same as documentation requirements listed above under Vocational Training. WORK EXPERIENCE (Activity code 518): Definition: Program participants who are receiving food stamps are connected with an employer to build employability skills or job related skills through actual work experience or training at a worksite. The goal is to help the participant move into employment. Level of effort: Participants are engaged in a Work Experience activity based on their benefit calculation. A customer cannot be requested to do more hours at a worksite during the month than their food stamp benefits for the month of participation divided by the higher of the State/Federal minimum wage. If the participants does not complete their assigned hours based on their ability, the participant may still be considered participating in the program as a

18 18 volunteer. The program will encourage participants to complete all of their hours; however, the staff will work with participants based on their ability to participate. A customer may comply less than the calculation for several reasons: The participant has limited transportation funds; The participant has a health limitation; The participant has a hidden disability; The participant is complying with a treatment program; The participant is engaged in multiple activities; Etc. Program participants who cannot comply all of the calculated hours of based on a limitation may still receive a transportation reimbursement if they provide documentation to support their hours of participation and documentation to support the cost associated with going to and from the activity. NOTE: If the Customer opts to volunteer with the entity for more hours than the benefit calculation allows, the participant will be considered a community volunteer. These hours will not be associated with participation. SELF-INITIATED WORK EXPERIENCE (Activity code 519): Definition: Program participants who are receiving food stamps connect directly with an employer to gain employability skills or job related skills through actual work experience or training at a worksite. Many customers know employers or community-based agencies and begin volunteering with the entity on their own. Often, self-initiated outreach to employers and volunteer experiences lead to employment because the employer sees the customer as motivated and hard-working. Level of effort: Same as level of effort requirements listed above under Work Experience. Program participants who cannot comply the complete hours of participation based on a limitation may still receive a transportation reimbursement if they provide documentation to support their hours of participation and documentation to support the cost associated with going to and from the activity.

19 19 NOTE: If the Customer opts to volunteer with the entity for more hours than the benefit calculation allows, the participant will be considered a community volunteer. These hours will not be associated with participation. EMPLOYMENT: Definition: Program participants, who are enrolled in the FSET program, offered a service(s) through the FSET program and secure a job AFTER the service is received, that customer may be engaged in job retention services, including engagement in employment as an activity. Customers who continue to get food stamps after being employed: Will need to be engaged in additional activities and be served based on engagement in those other activities. This is not employment as an activity; although, the employment will be entered on the system and tracked for data purposes. Level of effort: Food stamp recipients who volunteer to participate in the program, are engaged in a FSET activity or offered a service through the FSET program, secure employment, document their employment are able to work and continue participating in the FSET program for up to 90 days. This includes customers whose food stamps terminate due to earnings. A customer who continues to receive food stamps and participates in an activity other than employment may continue to be engaged after the 90-day period based on the engagement in the non- employment activity. For example, the customer may be working (not counted as an activity), receiving food stamps and job searching (this is their activity). The customer may receive services for both employment and job searching for up to 90 days after employment is secured. After the 90-day period, the participant may receive services as a program participant if they continue to job search or participate in another activity.