For more information about the WorkFirst HandBook, contact Sarah Garcia, WorkFirst Program Manager.
There are various stages a participant might go through to become independent of TANF. The process begins with an application for TANF cash aid and ends with a successful exit from the TANF program using job retention and wage and skill progression strategies for lasting gains. The interim steps include activities (like job search) and processes (like evaluation and helping the participant develop an IRP) that will help them meet their goals.
Not every participant goes through every stage. Our experience shows that people can find jobs and independence at any step in the process. This handbook has information about every stage in the program.
The WorkFirst program mandates a new level of coordination between state agencies, tribal governments, and other key local area partners. Each WorkFirst partner has an important role to play and areas of expertise to contribute in helping participants achieve self-sufficiency.
You can find a link to a list of key WorkFirst partners and a description of the role they each play in the title of this section.
The WorkFirst program also instituted a formal process to coordinate between the state agencies and other WorkFirst partners. This process is called local area planning.
Washington State has been divided into local area planning groups. WorkFirst partners within each local area are held jointly accountable to work together and meet local area WorkFirst performance goals and targets. Each area's progress is measured and reported on a monthly basis.
We have included a link to the local area planning web page in the title of this section. If you visit this site you will find more information about local area planning groups and the monthly reports on their progress in meeting major WorkFirst targets and goals.
Revised on: September 20, 2021
WorkFirst program staff at Economic Services Administration (ESA) of the Washington State Department of Social and Health Services (DSHS) primarily wrote this handbook. Others contributing to the contents of this handbook include:
Handbook chapters cover the following topic areas: | |
---|---|
Tools | The tools we use to process cases (such as Individual Responsibility Plans and eJAS screening/evaluation) |
Supports | The supports we provide to participants (such as child care and support services) |
Engaging Participants in WorkFirst | How we introduce participants to the WorkFirst program |
The Pathways |
The pathways participants may take to self-sufficiency include:
|
Each section of the WorkFirst Handbook may have:
The use of participant and parent/caregiver are interchangeable throughout this handbook.
The use of WorkFirst staff is used interchangeably throughout the WorkFirst Handbook to refer to either Case Planners or Social Service Specialists, as many major program components are supported by both roles. For situations when a program component is handled solely by the Social Service Specialist, the term Case Manager is used.
This page contains useful desk aids. Policy and procedure changes will result in revisions to this information.
Date |
Chapter Title |
Chapter Revision |
Topic |
---|---|---|---|
12/12/24 | Substance Use Disorder | 6.7 | Removing reference to sunset form 14-310 |
11/21/24 | Assessments PWA | 6.2.6 | Adding link to PWA CSD procedure |
11/1/24 | Case Staffings | 4.4.3 | Clarifying language when case staffings are mandatory. |
10/18/24 | Support Services | 2.2 | Removing support service categories; work, safety and other. |
10/11/24 | Time Limit Extensions, Time Limit Extension Reviews | 3.6.1 and 3.6.2.6 | Updating TLE and SEP process |
9/17/24 | Participating While Resolving Issues | 6.3.9 | Updating criteria for FSC. |
9/17/24 | Community Jobs | 8.3 | Updated budgeting to include Family Earnings Disregard and WFPS to Case manger or WorkFirst staff. |
9/6/24 | Disabilities and Exemptions | 6.6 and 6.8 | Updating WorkFirst staff references and updating links to updated desk aids. |
6/5/24 | Career Scope | 4.1.13 | Updating step-by-step for life skills |
5/31/24 | Substance Use Disorder | 6.7 | Updated WorkFirst staff references |
5/9/24 | Time Limit Extensions, Time Limit Reviews, Pregnancy to Employment | 3.6.1, 3.6.2, 5.1.19 | Updating new infant, toddler and post partum TLE exemptions. |
5/03/24 | Support Services | 2.2 | Updating WorkFirst staff references and Resources. |
4/30/24 | Entering Non-Compliance Sanction (NCS) | 3.5.1 | Updating WorkFirst staff references |
4/26/24 | Pregnant Women Assistance (PWA) referral and assessment process | 6.2.6 | Updating PWA process |
3/25/24 | Participation While Resolving Issues | 6.3.11 | Adding new section 6.3.11 Coordinated Entry |
3/15/24 | Support Services | 2.2.1 | Adding reference to OAR program |
3/7/2024 | Participating While Resolving Issues | 6.3 | Updating language removing for Case Planner and Case Manager, updated FCS language. |
3/7/2024 | Time Limit Extensions | 3.6.1 | Updating language removing WFPS and updating developing FVSP |
3/7/2024 | Time Limit Extension Reviews | 3.6.2 | Updating language removing WFPS and updating developing FVSP |
2/1/2024 | About the Handbook, Comprehensive Evaluation, Pathway Development Tool | About the Handbook, WFHB 3.2.1, WFHB 3.2.3 | Updating changes to support transition for WorkFirst reorganization |
1/01/2024 | 2.1.2 Supports Overview | WFHB 2.1.2 | Expanding Transitional Food Assistance to sanctioned families. |
11/1/2023 | 7.2 Vocational Education | WFHB 7.2 | Updated HWHD step by step |
10/18/2023 | 3.6.1.5 What are the time limit extensions categories? | WFHB 3.6.1.5 | Update examples of mixed households, ineligible parent and recipient parent |
10/2/2023 | 6.5.12 What is the Address Confidentiality Program | WFHB 6.5.12 | Updates information related address confidentiality program. |
9/8/2023 | 3.6.2.1 Time Limit Extensions | WFHB 3.6.2.1 | Updating examples related to no longer qualifying for a TLE |
9/1/2023 | 3.2.1 Comprehensive Evaluation | WFHB 3.2.1.3, WFHB 1.6.4 | Updating partner access note for PDT. |
8/8/2023 | 3.5.1 Entering NCS | WFHB 3.5.1.9 | Updating lack of childcare clarification |
8/7/2023 | 3.5.1 Entering NCS | WFHB 3.5.1.11, 3.5.1.12, 3.5.1.17 | Mandatory text on staffing results letter |
7/31/2023 | 2.2 Support Services | WFHB 2.2.10, 2.2.17, 2.2.18 | Updates to remove BOA card process |
7/25/2023 | 3.6.1Time Limit Extensions | WFHB 3.6.1.16 | Clarifying information on letter for individuals that waived TLE notice |
7/21/2023 | 3.5.1 Entering Non-Compliance Sanction (NCS) | WFHB 3.5.1.10 | Adding information related to undefined hardships that would reasonably prevent participation |
6/29/2023 | WFHB 3.6.1, WFHB 3.6.2 | Removing time limit requirements for ineligible parents. | |
5/18/2023 | 6.2 Assessments | WFHB 6.2.2, 6.2.3 | Assessments for In Loco Parentis caregivers |
5/1/2023 | 3.6.1 Time Limit Extensions | WFHB 3.6.1 | Updating the new high unemployment TLE and sup approval process |
5/1/2023 | 3.6.2 Time limit Reviews | WFHB 3.6.2 | Updating the new high unemployment TLE and sup approval process |
4/7/2023 | 2.2 Support Services | WFHB 2.2.11 - 2.2.15 | Updating support services, removing Pearson Vue and DOL |
3/30/2023 | 6.8 WorkFirst Exemptions | WFHB 6.8.1, 6.8.9, 6.8.10, 6.8.11 | Updating WorkFirst exemptions and mandatory activities |
2/1/2023 | 1.2 Required Participation & 6.8 Exemptions | WFHB 1.2.9. 6.8.8 | DVR Referrals |
1/1/2023 | 2.2 Support Services | WFHB 2.2.18.3 | Support service audits |
12/1/2022 |
Strategies for Success Update |
||
12/1/2022 |
|
Home Visiting Expansion |
|
11/1/2022 |
WFHB 5.2.4 |
Update PU from PRUCOL to Lawfully Residing Individuals |
|
8/9/22 |
WFHB 3.2.3 |
Clarification on completing the PDT |
|
6/17/22 |
WFHB 1.2 |
Updating Sentencing Alternatives … Desk Aid Name |
|
5/19/22 |
WFHB 5.2 |
Updated RCA time limit reference from 8 to 12 months. |
|
4/18/22 |
WFHB 6.4 |
Clarification based on staff feedback. |
|
04/11/22 |
Extension of Post-Pandemic TLE through 06/30/23 |
||
02/01/22 |
Ineligible Parent Time Limit |
Survivors of Certain Crimes |
|
01/20/22 |
WFHB 2.2 |
End of TI and expansion of PETSS statewide, increase of annual support services limit to $5000 |
|
12/10/21 |
TLE Supervisory/Designee Review Process Automation |
||
12/01/21 |
WFHB 5.1 |
IE/TE counter updates, but TE counter not functional. |
|
11/15/21 |
Personal Pathway Tool |
Suspension of the use of the PP tool until further notice |
|
09/01/21 |
PDT and Integrated Interview
WF Reengagement |
WFHB About the Handbook, 1.1, 1.2, 1.3, 1.4, 1.5, 1.6, 3.1, 3.2.1, 3.2.2, 3.2.3, 3.3.1, 3.3.2, 3.5.1, 3.5.2, 3.5.3, 3.6.1, 3.6.2, 3.7.2, 4.1, 4.2, 5.1, 6.1, 6.2, 6.3, 6.4, 6.5, 6.6, 6.7, 7.2, 7.3, 9.3 |
Implementation and launching of the Pathway Development Tool and the Integrated Interview
Return to pre-COVID participation requirements |
07/01/21 |
Non-Compliance Sanctions |
WFHB 1.2, 1.6.3, 3.1, 3.2.1, 3.5.1, 3.5.2, 3.5.3, 3.5.4, 3.7.2.8, 5.1, 7.6.2, 8.4.2, 9.4.6 |
Implementation of 2441 effective 07/1/21. |
07/01/21 |
Implementation of 6478 (McKinney-Vento) and Post-Pandemic TLE through 06/30/22 |
||
03/16/21 |
WFHB 2.2 |
Expanding DOL online services statewide & mailing of BOA |
|
02/02/21 |
WFHB 4.1 |
Updates to RB Process |
|
01/05/21 |
WFHB 6.6 |
Updated Medical Evidence Documents (no changes to chapter text) |
Revised on: September 20, 2021
This WorkFirst Handbook (WFHB) section includes:
How do you introduce participants to the WorkFirst program? You get them engaged, right from the start and begin to develop a trusting relationship. Tell them that WorkFirst offers many supports and services to help them through their temporary situation, but they must do their part by taking advantage of program opportunities to help them find and keep a job. They need to know that:
This is a very simple question that you should ask every applicant when they apply for WorkFirst. Their answer can give us important clues about how to get them off to a good start in the WorkFirst program.
Begin by building a rapport and a partnership with the participant. Then focus on how they need to do their part and take advantage of WorkFirst supports and services to better their lives and become self-sufficient.
Perhaps this is their first time on public assistance and they only came in because they faced an unexpected crisis, like illness, divorce, or job loss. Emphasize all the services WorkFirst offers, get the participant connected to the right programs, and help guide them down the path to economic stability.
For returning families, start off talking about how they managed to leave WorkFirst before, what happened while they were off, and what made them reapply. Knowing what worked for them in the past can help you figure out where to start in getting them back on track.
First you deal with the immediate financial crisis. You:
The next step is to tell the participant about the WorkFirst program, it's message, "A job, a better job, a better life" and how they can earn a living for their family. Be sure to explain that TANF is a temporary program and they are responsible to participate in the WorkFirst. They may not remember everything you are telling them, particularly if they are in crisis mode the first time you meet. This makes it very important to continue WorkFirst engagement throughout a person's stay on assistance.
The following sections of this chapter describe the other important "first steps" you take with newly approved WorkFirst families: setting appropriate participation requirements, making referrals and orienting them to the program. The chart below shows the initial work you do to help families become engaged as quickly as possible.
Triage the case for required… | |
---|---|
Engagement |
Explain program participation requirements and the participant's responsibility to participate. Let them know that if they choose not to participate, they risk losing TANF benefits. |
Participation |
Determine what the family's WorkFirst participation requirements will be. Is someone in the family:
|
Up-front referrals | All families must get family planning and family violence information and be offered referrals for more in-depth follow-up. |
Orientation | Reach out to all adult members of the family; tell them what is available, what you expect from them and what you can do for them. |
Comprehensive evaluation | Let the family know that they will receive a comprehensive evaluation to help get them into appropriate WorkFirst activities as quickly as possible. |
Telling people the WorkFirst message is the best way to set the stage for a successful WorkFirst experience. Look at the program through their eyes and talk about it the way most people would. These parents want to earn a living for their family. Build on that.
Related WorkFirst Handbook Sections
Other Resources
Revised on: January 31, 2023
Legal References:
The Required Participation section includes:
Most participants are required to participate in work or work-related activities full-time, which is defined as "getting as close as possible to 40 hours per week," with a goal of at least 32 hours a week. In order to develop a full-time Individual Responsibility Plan (IRP) we count the actual hours involved in an activity. When working with the participant to develop the IRP, it is very important that we make every effort to reach 40 hours of activities per week.
Work with the participants who aren't in full-time (32-40 hours) activity(ies) to ensure that every hour of activity is properly recorded in the IRP, as close to 40 hours a week as possible, with a minimum of 32 hours. See the 3.3, Individual Responsibility Plan, section for more information on Individual Responsibility Plans.
Federal rules reduce funding for states that fail to meet a federal work participation rate. To meet the rate, states must have a percentage of participants in the required number of hours of countable activities each month. The percentage is higher for two parent families.
To be a two-parent family, neither parent can be:
Federal rules define activities as "core" or "non-core". As shown on the Core & Non-core Activity chart, some core activities only count for a limited amount of time. This chapter outlines Washington’s WorkFirst participation requirements; however, a WorkFirst participant may be fully participating in WorkFirst activities and still not meet the federal work participation rate.
The chart below shows WorkFirst (WF) requirements for parents/caregivers who are able to participate and includes strengthened participation requirements. Most parents/caregivers are still required to participate 32-40 hours per week with at least 20 of those hours in core activities. Even though the participant has these requirements, it is also important to meet them where they are and engage them in WorkFirst activities that count and move them forward to self-sufficiency.
Most participants must meet the requirements in row 1. WorkFirst doesn't require the following to participate in core activities (rows 4 through 6 below):
Strengthened participation is an additional three hours (preferably core activity hours) in the participant’s IRP to assist them in meeting the federal participation rate when participants may have unexcused absences or too many excused absences.
The strengthened participation requirements are shown in the chart below or in the Participation Requirements Resource.
WorkFirst Participants |
Washington State WorkFirst Participation Requirements |
Strengthened Participation Requirements |
||
---|---|---|---|---|
Core Activity |
Core/Non-Core Activity |
Total WorkFirst Activity |
||
1. Each participant unless they meet the criteria in #2-6 in this chart |
20 hrs/wk |
12-20 hrs/wk |
32-40 hrs/wk |
35 hrs/wk (at least 23 hrs core) |
2. Recipient parents in a two-parent household who qualify for the two-parent options (see 1.2.3) |
30 hr/wk |
5 hrs/wk |
35 hrs/wk |
38 hrs/wk (at least 33 hrs core) |
3. Single parent/caregiver with a child under 6 |
20 hrs/wk |
None (additional hours are voluntary) |
20 hrs/wk |
23 hrs/wk (at least 23 hrs core) |
4. Participants claiming the Infant Exemption, Toddler Exemption, Post-Partum Exemption, or who are pregnant in 3rd trimester |
None |
None |
None (exempt) |
None (Encourage voluntary participation.) |
5. Teen head of households (age 18 or 19 years of age) that don’t have a High School Diploma or GED |
None |
Participate in HS as per school requirements to progress towards graduation |
Based on school requirement but can be a minimum of 1 hr/wk |
None (Encourage progress and accountability for participating and providing actual hours verification each month.) |
6. Unmarried pregnant or parenting minors (age 17 and younger); except between infant’s birth and turning 12 weeks old |
None |
Participate in HS as per school requirements to progress towards graduation |
Based on school requirement but can be a minimum of 1 hr/wk |
None (Encourage progress and accountability for participating and providing actual hours verification each month.) |
The following activities in most cases meet strengthened participation without adding additional hours (add additional hours when necessary):
The following are important to remember when including strengthened participation in a participant’s IRP:
Examples:
1: Huu is a single parent with no children under six in a full-time vocational education (VE) program. The college she is attending has a 35 hour per week vocational education program in her field of study. Her education plan shows 35 hours/week in a VE. She meets the 35 hours/week strengthened participation requirements for a parent/caregiver.
2: Mary is a single parent with no children under six pursuing a specialized certificate program taking 15 credits including 15 hours/week homework and 2 hours/week lab time. Her education plan shows VE 32 hours per week. This is acceptable even though it doesn't meet the minimum 35 hours/week strengthened participation requirement because adding hours in her case isn't possible.
3: Priya is a single parent with ten-year-old child. She works 5 hours/week at an unsubsidized job and participates 12 hours/week in a high school equivalency program. Priya agrees to participate in 18 hours/week of job search to meet the strengthened participation core requirement of 23 hours/week. Her 5 PT, 18 JS, and 12 GE meet the 35 hrs/week strengthened participation requirements.
a: Update - Priya loses her job and completes her high school equivalency. Her WFPS increases her to 35 hours/week full-time job search. She meets the 35 hours/week strengthened participation requirements for a parent/caregiver.
b: Update - The father of Priya’s child, Mark, returns to the home and they qualify for the two-parent participation options. Priya and Mark decide that Priya will continue participating and Mark will opt out of participation. Her WFPS increases job search to 38 hours/week. Priya and Mark meet the 38 hours/week strengthened participation requirements for a two-parent household.
4: Tom is a single parent raising a teen-age son participating in Community Works with a 25 hours/week FLSA maximum. His WFPS schedules him for 25 hours/week Community Works and 10 hours/week high school equivalency for a total of 35 hours/week participation. Tom meets the 35 hours/week strengthened participation requirements for a parent/caregiver.
a: Update - Tom's FLSA maximum is 16 hours/week. Under deeming, this will meet his 20 hours of core activity, but we can't require any additional hours of Community Works. Tom continues to participate in high school equivalency classes for 10 hours/week. To help Tom reach strengthened participation, Tom agrees to participate 3 hours/week in a Life Skills activity. His plan is 16 WC, 3 LS, and 10 GE meet the 35 hours/week strengthened participation requirement.
b: Update - Tom’s FLSA maximum is still 16 hours/week, but there is no Life Skills class or other core activity available that can be added to Community Works to bring his core activity up to 23 hours/week (16 hours/week deems to 20 hours/week). He has been doing 10 hours/week of high school equivalency at the local community college. College staff agreed to provide an additional 5 hours/week by enrolling Tom in a study hall to meet the 35 hours/week strengthened participation requirements.
The participation standard for two-parent households is full-time (32-40 hours per week) for each parent. However, under some circumstances, we can allow a household to choose a two-parent option.
Two-parent options are available to two-parent families who are:
Use these options when appropriate to assist two-parent families towards family stability and self-sufficiency.
In order to utilize the two-parent options, a conversation must occur with the family to determine whether this option is appropriate for their household and to determine if one parent may opt out of participation. The conversation must focus on the whole family to determine the best participation option for the family to reach self-sufficiency.
The two-parent options are only available when both parents are in full compliance with WorkFirst requirements. Any time one or both of the parents utilizing the two-parent option falls out of compliance, the household will return to the full time participation standard for each individual.
Option One
Recipient two-parent families may choose to have one parent opt out of participation requirements to stay home and care for the children as long as:
If the WFPS or WFSSS and the TANF family determine that this option is appropriate, use the participating parent’s time spent in treatment to help meet the family’s work participation requirements. If the participating parent stops participating as required without good cause, pursue sanction and send an appointment letter to the parent who was opting to stay home scheduling them for an appointment to develop an IRP.
Option Two
Recipient two-parent families may choose to have both parents split participation requirements, as long as:
If one parent ceases to participate without good cause, pursue sanction and send an appointment letter to the other parent to come in for an appointment to build a full time IRP.
Examples:
Ekaterina and Vladimir have two children ages 3 years old and 8 months old. Ekaterina and Vladimir choose full participation for Vladimir and Ekaterina will stay home with the children. Vladimir agrees to JS 35 hours per week. This family meets participation requirements for a two-parent household. Even though they have a child that meets the IE criteria, Ekaterina shouldn’t use IE months because Vladimir is fulfilling the two-parent participation requirement.
For single participants with a child under the age of six, the participation requirement is 20 hours per week in a core activity. Participants must participate satisfactorily and cure a sanction to avoid Non-Compliance Sanction termination.
Single participants may voluntarily participate for more than 20 hours per week. Single participants who wish to attend Vocational Education activities must participate full time.
Everyone has skills and abilities needed in today's workforce. Weaving those skills and abilities with labor market realities and education levels is the cornerstone of WorkFirst. A comprehensive evaluation using the Pathway Development Tool (PDT) is key in leading participants to employment, through activities like job search, education, Community Jobs or Career Jump.
The WFPS/WFSSS refers the participant to the appropriate engagement pathway identified by the comprehensive evaluation or assessment using the appropriate code(s). The pathways include:
See WFHB 3.2 for engagement pathway details.
If there is an indication or the participant discloses involvement with Department of Children, Youth and Families (DCYF) and/or the Department of Corrections (DOC) at any time, we must work collaboratively to address the needs of the family.
Participants involved with DCYF and/or DOC may be required to do activities like counseling or treatment to help keep their families together. It's critical to consider and include these activities, as appropriate, when developing the participant’s IRP. We want to make sure that WorkFirst requirements don't interfere with the activities needed to comply with DCYF and/or DOC requirements and resolve their family issues and emergencies.
Unless the outcome of the comprehensive evaluation or assessment indicates otherwise, employment services are the first activity for most. The PDT is the key tool in leading participants to employment through job search, education, or other engagement pathway activities like Community Jobs, Career Jump or Community Works approved by WorkFirst staff.
For participants who aren't successful in job related activities, it is important to determine what factors may be contributing to the lack of success. The participant may have an undisclosed disability, barrier, or challenge and you can't provide assistance without knowing what obstacles they are facing. Inform the participant that you want to see them succeed and that support services are available for people needing special consideration. Ask whether circumstances have changed and/or has the participant disclosed all information that may be affecting their success.
The WFPS considers and takes action for those participants in crisis/issue resolution situations that count as full-time participation. The WFPS can develop an IRP with the participant that specifically addresses the crisis issues. When necessary, consult with expert personnel for assistance, including Social Service Specialists (SSS), tribal representatives, family violence specialists, and other WFPS or supervisors. This should be done when assistance and expertise is needed to develop specific steps the person should take to mitigate her/his circumstances.
Living or working in an area impacted by a declared disaster may affect a parent/caregivers’ ability to participate in WorkFirst activities. Please see the Disaster Impact (DI) step by step for more information.
Both state and federal rules recognize that not all parents/caregivers are able to participate all the time. It is important that we stabilize families, resolve issues and provide participants with exemptions when that is the best plan for the family.
Deferrals and exemptions won’t necessarily make it harder to meet the federal rate. As shown on the WorkFirst Stacking Strategy chart, some exempt participants qualify for federal exemptions, and participants in countable "X" codes may be able to add enough hours to meet federal participation requirements.
The WFPS directs a participant to the WFSSS via the Issue Resolution pathway for assessment and services when s/he has an urgent issue. The WFSSS addresses the immediate need, determines appropriate participation activities, and outlines these activities in the IRP.
Be sure that the participant understands how and when to report progress or lack of progress in completing the steps outlined in the IRP. The participant meets required participation with completion of the activities outlined in the IRP until the SSS determines the issue is resolved or adds other activities to the IRP.
Refer participants to contractors to receive specific services and may include community or faith-based organizations, for profit providers, and others. Contractors provide services that aren’t otherwise available through the partner agencies. They address barriers or issues to support individuals in finding and keeping employment. Notify contractors of any necessary accommodations.
WorkFirst has established strong certification standards for contractors and service providers. Contractors and service provides must meet the standards to obtain WorkFirst certification, which occurs during the contracting process. Contractors must meet the standards for reporting to the WFPS or WFSSS by providing monthly verification reports. Contractors must report non-participation immediately.
Division of Vocational Rehabilitation (DVR)
Some participants may need specialized services to participate in required WorkFirst activities. If a participant is unable to engage in regular employment activities, they may be required to participate in an activity. Each participant's impairment needs to be assessed and evaluated by professionals who are knowledgeable of their medical needs, skills, and abilities, while exploring their desired employment outcomes. WorkFirst staff supports the participant with obtaining medical evidence, and a referral to the Division of Vocational Rehabilitation (DVR). DVR Counselors (VRC) provide specific vocational services. WorkFirst staff coordinates with the VRC or other professionals when the participant is referred for services (see WFHB section 6.6.8 DVR Referrals).
In some cases, the participant may be placed on a waiting list with DVR. If on the wait list, determine other potential activities the participant can engage in to prepare for participation in DVR work-related services, such as gathering medical evidence and following all required treatment. Potential activities that are appropriate for a participant waiting for DVR employment services and may be included in the participant's IRP:
Department of Children, Youth and Families (DCYF)
Some participants working with DCYF may not be able to participate in employment service activities while being required to attend court appointments, counseling or treatment. If at any time, there is an indication or the participant discloses involvement with DCYF at any time, it is critical to consider these activities when developing the participant's IRP.
Department of Corrections (DOC)
Some participants working with DOC in a sentencing alternative program may not initially be able to participate in employment service activities. An incarcerated individual who is accepted into the “Family & Offender Sentencing Alternative (FOSA)” program is still under community custody supervision and those in the DOC “Community Parenting Alternative (CPA)” program and subject to electronic home monitoring. Incarcerated individuals in either program report to a specialized DOC Community Corrections Officer (CCO) and can only leave the home to participate in required activities such as mental health or chemical dependency treatment, parenting classes, work, vocational education, life skills, or other similar productive activities that DOC allows. However, as the incarcerated individual progresses through the phases of the program, additional activities may be included with approval from the CCO, such as community jobs, community service, or job search.
It is critical to collaborate and coordinate with DOC and consider these activities when developing the participants’ IRP. Please contact Tarimah Williams if you have any questions.
Dependent teens that are on an adult's WorkFirst cash assistance grant aren’t required to do an IRP or verify school attendance. The following chart summarizes WorkFirst requirements for dependent teens/pregnant or parenting minors and teen head of households:
Age | Dependent Teen | Teen Head of Household |
---|---|---|
Federal Reporting | Not included in the work participation rate. | Included in the work participation rate. |
17 and younger | Parent’s responsibility to ensure the child is in school. No IRP required. |
Participate in High School Completion or Equivalency courses as per school requirements to progress towards graduation is required unless parenting a child under the age of 12 weeks.
|
18-19 |
Parent's responsibility to ensure the child is in school. No IRP required. Note: This category may include 20-year-old dependents receiving SFA.
|
Participate in High School Completion or Equivalency courses as per school requirements to progress towards graduation is required unless parenting a child under the age of 12 weeks.
Note: These participants may be eligible for the Infant or Toddler Exemption.
|
Upon Graduation | N/A | Same as adult parent/needy care relatives:
|
There are no WorkFirst requirements for dependent teens that are in an adult's WorkFirst cash assistance grant. It is the participant's responsibility to ensure the child is in school. However, a DCYF referral may be appropriate if a dependent teen isn’t in school.
Some pregnant or parenting minors must go to school and be in an approved living arrangement as a condition of TANF/SFA eligibility. See these sections of the EAZ Manual for more information:
Unmarried pregnant or parenting minors and teen head of household families that are home schooled can meet the WorkFirst participation requirement for schooling upon approval by the household's local school district and meets the state law requirements. See RCW 28A.200 for more information.
When non-assistance unit caregiver reports they are providing, or intend to provide home-based instruction, they must submit a signed statement to the school district declaring their intent to home school. This is a yearly requirement. Once the participant files the document and provides a copy to the WFPS, then the home schooling can be added to the IRP.
Home schooling is WorkFirst participation for the minor parent or teen head of household only. A parent/caregiver providing the home schooling can’t satisfy WorkFirst participation requirements by providing the instruction.
Refer to the IRP section for a step-by-step guide to regular participation. For all others, the WFPS or WFSSS looks at the age of all assistance unit members to determine participation.
Revised on: September 20, 2021
Legal References:
The Up-front Screening and Referrals section includes:
Some issues may need to be considered when developing an Individual Responsibility Plan (IRP). Up-front referrals, screenings, and evaluations include, but are not limited to, the:
The remainder of this section describes Equal Access (formerly known as NSA) and family planning. Other assessments and evaluations are described in the Comprehensive Evaluation, Resolving Issues and Pregnancy to Employment sections. You can find links to these other sections, and more information listed in the resource section below.
CSO staff screen all heads of household to determine if the individual requires a reasonable accommodation resulting from a disability, learning or literacy issue to access and maintain DSHS services.
EA screening is completed during the:
When identified or requested, reasonable and necessary accommodations are given to ensure these individuals can access and maintain WorkFirst services and benefits.
EA plans support the IRP, and allow the individual to access and maintain services for which the individual is eligible.
Staff may refer the individual to a WFSSS when the WFSSSs expertise in completing the EA screening or plan is required.
All other household members required to participate in WorkFirst activities, are screened upon initial contact. Reasonable and necessary accommodations are provided prior to the required participation.
Family planning services are educational, health care and social services that help participants make decisions regarding additional pregnancies while on TANF/SFA. Advantages for offering these services include, but aren't limited to:
Family Planning screening is only required for adults and emancipated minors. In situations involving screening of 16 or 17 year old dependent teens, DSHS staff does not want to pull them out of school to screen them. Staff may want to help their parents talk about family planning with them or offer to meet with this group of minors for the parent.
Screen and offer all individuals family planning information at least once a year. The family planning information should be given at the following times:
DSHS is responsible to provide adults and emancipated minors with family planning information. The purpose of providing information is to make participants aware of family planning services available to them so they are able to make informed decisions about future pregnancies. It is mandatory to provide adults and emancipated minors with the following information:
Providing information about available family planning services to each participant can help us meet the goal of zero-unintended pregnancies while on WorkFirst cash assistance/SFA. Every participant should:
Melanie has just been approved for TANF and engaged in WorkFirst. Ursula, her WFPS/WFSSS, asks if she has received the information on Family Planning. Melanie is 24 years old with a 14 month-old son. Ursula asks her what her ideal family size would be. She has always wanted three children but has not been able to get above a minimum wage job. Ursula encourages Melanie to consider the expense of having another child, and reminds her that an unplanned pregnancy can make it difficult to get to a higher paying job where she could afford more children and provide for all their needs. WorkFirst will work on increasing her ability to earn more money and family planning providers have information and supplies that can help her plan when she wants more children. Ursula encourages her to go to the family planning website to find out more about family planning options.
Todd is a 27 year-old single father of two young children. At the eligibility interview, the WFPS gives the WorkFirst Opportunities brochure DSHS 22-1125 to Todd, asking him if he has thought about how an additional child would affect his dreams for the future. The WFPS explains how some pregnancies are unplanned and that there are family planning services that can assist him so this would not happen to him. The WFPS also explains how he can get various birth control methods using his Washington Apple Health in case he should want to obtain any other method sometime in the future.
Barbara is a 41 year-old mother of two children, 17 year old Kristi and 15 year old Josh. She has come in for cash assistance. Through the course of your intake interview, Barbara revealed that she just ended a short relationship and made the comment that over the last year, she has "gone through three losers" and that she can hopefully snag someone worth keeping soon. Upon her up-front family planning screening, Barbara states she had a hysterectomy about four years ago.
There are several issues to consider in this example. Even though birth control is not the first issue for Barbara, she is in multiple relationships that put her at an increased risk of contracting a sexually transmitted disease (STD). In this situation, the DSHS staff can provide information regarding local family planning services or she can see her primary care physician for STD counseling, education and care. A second issue is that her daughter, Kristi, and, her son, Josh, are at an age where they may become sexually active. Discuss the benefits of giving information to them and acknowledge that talking with your children may be difficult, but family planning resources are available. By assuming that just because Barbara cannot have children she doesn't need family planning information and resources, we are also making decisions for her that she and her family can't benefit from family planning services.
When a WorkFirst participant is screened for family planning, the WorkFirst staff may:
Revised on: September 20, 2021
Legal References:
The WorkFirst Orientation section includes:
The WorkFirst Orientation is an upfront introduction provided to potential WorkFirst participants about what the WorkFirst program has to offer. WorkFirst orientation provides an overview of the programs, services, and opportunities available for the participants and their families while receiving a TANF grant. All individuals, including adults being added to an active TANF case or transferring from other cash programs, who will be mandatory WorkFirst participants as described in WAC 388-310-0200, must complete a WorkFirst Orientation prior to TANF or SFA cash assistance approval. An orientation is not required for clients who received TANF or SFA within the past 30 days.
The WorkFirst Orientation is delivered one-on-one, either by phone or desk-side, by WorkFirst staff. The participant is provided the WorkFirst Folder, DSHS 22-395, followed by immediate viewing of the WorkFirst Orientation Video. A Desk-Side WorkFirst Orientation Script is available to support phone WorkFirst Orientations and interpretation of the video content for participants who are limited English proficient (LEP).
The WorkFirst Program Specialist or Social Service Specialist conducts the orientation before TANF or SFA cash assistance approval to provide a broad overview of the WorkFirst Program.
When presenting WorkFirst opportunities:
The WorkFirst Orientation Video provides a basic overview of the TANF and WorkFirst program, including:
It also emphasizes the importance of communication with DSHS so the Community Services Division team may continue to provide supports and services where necessary.
Considering the streamlined focus of the WorkFirst Orientation Video, there are a number of topics that WorkFirst staff need to ensure are covered more in-depth with the participant either during the eligibility determination process, the Comprehensive Evaluation, or during Individual Responsibility Plan (IRP) development.
These topics include:
The Desk-Side WorkFirst Orientation staff training is available to assist in weaving these pieces of information into already occurring conversations with the participant.
There are no WorkFirst engagement e-JAS or ACES codes.
The WorkFirst Program Specialist or Social Service Specialist:
1. Makes a positive connection with the participant.
2. Plays the WorkFirst Orientation Video for the participant.
3. Asks if the participant has any questions about the WorkFirst Orientation.
4. Provides a WorkFirst Folder, DSHS 22-395, to each participant which includes, at a minimum, the following documents:
Other resources can be included in the folder, including but not limited to, the following documents:
NOTE: For WorkFirst Orientations conducted over the telephone, mail the participant the WorkFirst Folder, DSHS 22-395.
5. Documents completion of the WorkFirst Orientation and completes the TANF cash assistance approval process.
Revised on: September 20, 2021
Legal References:
The Application Screening section includes:
WorkFirst application screening occurs when a family applies for cash assistance. It is an opportunity to provide information to the applicant and review their family’s situation so that they can decide whether WorkFirst is the best choice or if their financial needs can be met by other means. This is called "positive prevention." The goal is to:
All WorkFirst staff must offer positive prevention services which include discussion of:
WorkFirst staff must review available resources to help families avoid ongoing cash assistance if other services will meet their needs. This includes:
During the WorkFirst application process, WorkFirst staff:
A person can apply for and access unemployment compensation benefits in a number of ways (see ESD.wa.gov for more information). Community Services Offices (CSOs) must provide resources for people to apply for these benefits (e,g. have phones designated for this purpose in office).
For people who worked in other states, the ESD Unemployment Compensation worker can help the applicant in filing a claim with that other state. They can also help applicants find missing ("lost") wages, and explain other options to maximize benefits.
For applicants who quit their last job, were fired, or have other issues that need to be reviewed, unemployment compensation determination will take longer. In these cases, WorkFirst cash assistance determination should proceed, as they have met the requirement to provide proof of claim filing. WorkFirst staff must inform the applicant of reporting requirements if the unemployment claim is later approved by ESD.
WorkFirst applicants approved for unemployment compensation and found ineligible for WorkFirst due to that income, or who choose not to receive WorkFirst because they can support themselves with the unemployment compensation and other available resources, will be connected by ESD staff to job search and job matching services available in the WorkSource Centers.
The best outcome for parents is to eliminate the need for WorkFirst cash assistance when possible. DCA is designed for this purpose. One of the first items to discuss with the person is whether DCA is an option ( See EA-Z Manual - DCA ).
If DCA isn't appropriate and other benefits alone won't allow the family to support themselves without WorkFirst cash assistance, continue with the application process for monthly WorkFirst benefits.
The goal is to help the person and their family through their time of need as quickly as possible. If a family's situation can't be resolved without the aid of the WorkFirst program, then try to ensure that the time spent receiving monthly WorkFirst case assistance will be as brief as possible. This will help applicants save their limited TANF months.
When families receive other income (such as child support), they will have a better chance of exiting WorkFirst sooner.
During the screening process:
For individuals who are deferred from receiving TANF, a referral to DCS can be made and/or the family should be given information about DCS services and how to contact the appropriate office.
For families who need to continue with the TANF/WorkFirst application process: Refer to the EA-Z Manual for further details on child support, good cause for non-cooperation and the DCS referral process.
Revised September 20, 2021
The Required Documentation section includes:
All WorkFirst Program Specialists (WFPS) and WorkFirst Social Service Specialists (WFSSS) are required to document every interaction with a WorkFirst participant. This chapter explains in detail the importance of documentation for case management duties and the crucial role documentation plays in supporting a participant to engage in WorkFirst activities.
Effective documentation provides a clear and concise description and result of an interaction between the WFPS/WFSSS and the participant. It helps fellow WFPS/WFSSS who must rely on documentation to make decisions or obtain information about a participant's experience. Participants are often under stress and telling their story more than once can be traumatic, and effective documentation allows the participant to identify their needs without having to repeat themselves. Thorough documentation serves as one of the most crucial functions of case management by:
Whenever there is an interaction with the participant or on behalf of a participant, the WFPS/WFSSS must document the issues, needs, and actions taken in a timely matter . When working with a two-parent household, document participation discussions with both parties as necessary to develop their Individual Responsibility Plans (IRPs). Be descriptive and document interactions with the participant or other parties involved in their WorkFirst participation, deferral, or exemption. Also, document any time action is taken on their case. Some examples include:
The type of interaction with the participant determines where to document:
A participant's information is confidential under state and federal law. In eJAS, there are certain categories of client information, called "Special Records" with increased protection. There categories contain information about:
Entering information on these topics in "Special Records" categories in eJAS Client Notes is crucial to protect the participant's privacy and to adhere to state and federal confidentiality laws for substance abuse, mental health needs and domestic violence. When adding personal/private information into data systems, staff must follow a "do no harm" approach. See WorkFirst Handbook section 3.7.2.4 for instructions on how to have confidential notes/special records removed from a non-protected note type(s).
If these topics come up in discussion with a participant, WorkFirst staff should only use the corresponding note type in eJAS Client Notes when documenting the discussion and participant's circumstances relating to the topic.
Every interaction must be documented; however, not all documentation requires the same amount of detail and depth. Documentation needs vary based on the type of interaction you have with a participant and builds on the ongoing story and goals of the participant. Types of interactions that should include documentation are as follows:
Think of the four C's:
Documentation must prove delivery of service with information as follows:
Accurate | Objective |
---|---|
Concise | Specific |
Consistent | Substantive |
Descriptive | Timely |
Accurate and consistent documentation:
Related WorkFirst Handbook Sections
Revised 01/01/2024
The Supports-Overview section includes:
A person receiving WorkFirst/SFA gets cash assistance to help meet the basic needs of the family. WorkFirst offers a variety of supports to help families become and remain employed.
As wages increase, these supports gradually drop away, until the family can sustain themselves without any further help. This brings independence and a better life.
It is very important that we explain to everyone that the supports listed below do not carry time limits and do not affect the family's WorkFirst cash assistance time limit. We also want to make sure people understand what supports are available, so they can start planning for their future independence.
WorkFirst support services and the Working Connections Child Care (WCCC) program are described in the following sections of the chapter. Other supports available to low-income families include:
There are some critical stages parents go through as they move from welfare to self-sufficiency. As shown on the chart below, the types of necessary supports may change as they make this transition, and should be reviewed regularly.
Stage | Likely necessary supports |
---|---|
Before Cash Assistance approval | Look at what support services and child care the family may need to attend the WorkFirst Orientation |
WorkFirst Cash Assistance approval |
The family will have a cash grant, and likely food assistance and Washington Apple Health. Child support will be pursued. Look at what support services and child care the family needs to look for work, prepare for work. |
Gets a Job | Support service needs will likely change. Review with the participant:
|
Exits WorkFirst Cash Assistance | Family can continue to get food assistance, with no impact on their WorkFirst cash assistance time limit. Review with the parent how they might qualify for:
|
First year off WorkFirst Cash Assistance | We continue to help families, using the supports listed above, during their first year off WorkFirst cash assistance (like help with financial emergencies |
There are some common themes you will see whenever we talk about supports for WorkFirst parents.
Support is available to help parents become and stay employed, for example health care coverage and child care that parents can access and afford. These supports can help lift low-income working families out of poverty and reduce their chance of going back on welfare.
Parents have the primary responsibility for supporting their children. Parents and the state share responsibility for helping families leave welfare. Parents are responsible for moving quickly into jobs. The state is responsible for helping parents find and keep a job, and for collecting child support.
WorkFirst gets involved with people's lives in ways that the old welfare system never could. Whether it is getting quality child care, child support, stable housing, reliable transportation, new clothes, a new hairdo or glasses. All these things are offered to help people become more employable, but they also improve people's lives in general. Increased self-esteem. Better role models. Healthier kids.
The types of support needed change as a person gets a job, then transitions off assistance. Continued supports once off WorkFirst cash assistance, like health care coverage, food assistance or wage progression services, can make all the difference in a family staying independent.
Remind parents on a regular basis what supports are available and what supports they can receive after they leave WorkFirst cash assistance (without affecting their time limit for WorkFirst cash assistance benefit receipt).
If receiving a low WorkFirst grant, parents might choose to "bank" months of WorkFirst for times of greater need.
Providing the appropriate supports, while encouraging employment, can help us increase WorkFirst exits, reduce WorkFirst returns, and keep caseloads down.
Revised October 18, 2024
Legal References:
The Support Services section includes:
Support services are goods and services purchased to help parents/caregivers to participate in required WorkFirst activities, attend WorkFirst Orientation, or needs for emergency situations. We offer support services when there is no other way to meet a family's essential needs while using sound judgment to determine what is reasonable. This may require using non-traditional or alternative means to meet the family’s goals or needs. For example, a participant starting work may need alternative transportation to work if their work schedule starts before the morning bus line and a bicycle and helmet may be appropriate to approve.
We offer temporary and targeted supports a participant needs to work, look for work, prepare for work, or to participate in required WorkFirst activities. Support services are available, as needed, throughout a participant's time on WorkFirst cash assistance.
Support services are also available to:
See Social Services Manual (Pregnant and Participating Minors)
Some WorkFirst participants may not be eligible for support services but need assistance to continue to live independently, Case Managers should consider Ongoing Additional Requirements for these families. See the Social Service Manual (OAR) for more information.
CSD WorkFirst staff, ESD Career Coaches, Community Colleges, and Community Jobs (CJ) contractors can authorize support services.
The purpose of WorkFirst support services is to offer a resource for participants who are engaged in activities. Some support services are also available to participants if they have a need while they are participating in other activities, such as completion of the WorkFirst Orientation. Support services should be provided based on the immediate needs of the participant. The main focus of support services is to subsidize participants' efforts toward finding economic stability.
As shown on the chart below, the types of services you can authorize also vary depending on the person's WorkFirst status.
Authorizing Support Services |
|
---|---|
WorkFirst Applicants |
Supports that enable the participant who may be in pending status but appear to be eligible for WorkFirst to:
|
WorkFirst Recipients |
Authorize support services the participant needs to help them continue to:
Examples include meeting the initial costs of employment, transportation, barrier removal, or skills training |
Post-TANF Employment Transportation Support Services (PETSS) |
Authorize transportation-related services the participant needs help to maintain their employment of at least 15 hours/week for up to 3 months after TANF closes. |
There is a $5,000 yearly limit for each WorkFirst participant in the family. Some services don't count towards the yearly limit, such as childcare and accommodations. The eJAS system is designed to not allow support service payments exceeding this limit.
The amount of support services authorized must be based on the participant's needs and must stay within the program limits. The only exceptions to the limit are when a participant has a crisis situation (such as fleeing domestic violence) or a unique and justifiable need that can be approved through the formal exception to rule process. The process for requesting an exception to rule is described below (Exception to Rule).
The Support Services Directory lists the "suggested limit" as guidance for starting a discussion with a participant. All support service issuances should be based on the individual needs of the participant.
PETSS provides transportation-related support services in the three months after TANF closes, for participants who are exiting TANF/SFA and have verified unsubsidized employment of 15+ hours per week. The purpose is to help mitigate the cliff effect that often happens for families when they start new employment and are over-income for TANF/SFA. Households that closed due to Non-Compliance Sanction are not eligible for PETSS.
WorkFirst staff:
See the PETSS Desk Aid, for more details on how to issue support services after an AU is closed
Some items can never be purchased with Support Services. They include:
WorkFirst has a limited amount of resources to use as a supplement to the participant's own resources, and other available resources. This approach means that support services can be a teaching tool to help participants understand what they will need to transition off WorkFirst. Participants will also benefit from goal-setting using the below talking points when they receive support services:
WorkFirst staff combine the participant's resources with what the program can provide. For example, if a participant has a car repair need that costs $700 so they can keep their job, the participant and the worker may find out from the vendor how much of the cost could be paid in installments if the program paid for a large portion of the repair up front.
In the same way, WorkFirst can supplement the participant's clothing, hygiene items, transportation costs and so on, but shouldn’t be the only source to cover the costs. WorkFirst is there to help when the participant needs a hand, but should encourage the participant to become increasingly self-reliant with a goal of complete and lasting independence.
Services provided after the participant is working should be transitional in nature, to assist the participants when they need it. Again, the goal is to provide temporary help that meets their need, adds to their coping skills, and fosters the participant's growing sense of independence.
It is important to talk to the participant about the purposes of support services when they have a request. The intent of support services is to meet temporary, targeted needs and get participants started towards independence. They are also a valuable and limited resource.
As you talk to participants about support services, you need to review the case and current status in activities before approving the request including but not limited to:
As you explore whether the participant can use other resources to meet their need - do not hold off on authorizing needed supports until you explore every possible alternative. The intent is to use other resources that are readily at hand in place of support services when possible.
Remember, support services are not meant to be an ongoing supplement if the participant is able to meet the need ongoing or there are other sources. It may often make sense to deny requests, authorize less than originally requested, or find another way to meet the need or part of the need.
We deny requests for support services when they aren't needed to meet an appropriate purpose, the request exceeds the annual limit, or the participant can meet the need in another way. When we deny these requests, we need to:
It is particularly important to document support service denials in eJAS so we will have the information needed to justify the denial if they request an administrative hearing.
When necessary, you can request an exception to rule (ETR) to exceed the support services annual limit or when a need is outside the written policy limitations. This is a formal exception request process where headquarters staff make the decision. State office may approve these exceptions when the participant's situation differs from the majority and has a significant impairment or limitation that isn’t addressed by current limits. Explain to the participant, when you submit these requests, there is no guarantee state office will approve them.
To request an exception to rule, the WorkFirst staff must complete the Barcode ETR request process. For complete instructions on processing an ETR the EA-Z Manual provides more details.
When a participant has an emergency situation that seriously jeopardizes family health or safety, ask your supervisor to request emergency supports to exceed the annual limit. This option is reserved for families who face imminent harm and need active crisis intervention, like covering gas and relocation costs for a family actively fleeing domestic violence. Your supervisor will be able to call in these emergency requests to state office for immediate decisions.
For complete eJAS directions, click "Help" on the eJAS page when help is needed. Note: WF CSD staff can utilize the Determining and Authorizing Support Services Flowchart.
c. Documents in eJAS support services notes the reasons for selecting and authorizing support services and answers the following:
This may include payments for mental health assessments, medical records requests, Department of Licensing (DOL) online purchases, or any payments made on behalf of the participant (these vouchers aren't given directly to the participant). In the event you can't obtain the participant’s signature and efforts have been made to secure the signature, the issuing WorkFirst staff:
When a participant requests DOL-related support services, WorkFirst staff follow the steps below for DOL services:
For vehicle-related DOL online services including eligible renewal of vehicle tabs.
WorkFirst staff:
3. For vehicle-related DOL services not eligible for online payments, including title transfers and tabs expired 13 or more months ago:
WorkFirst staff:
Note: This process can take 5 to 10 business days.
When a participant requests DOT Good To Go support services, the WorkFirst staff:
Active/Open Good To Go Account (process may take 2-5 days):
No Active/Open Good To Go Account (process may take 10-14 days):
When a participant requests U-Haul related support services, WorkFirst staff follow the steps below to issue these services:
This process outlines the steps staff should take when a participant is in an inpatient treatment facility and requests support services from a CSO outside their originating CSO’s catchment area. The steps only apply to participants planning to return to their originating CSO after treatment:
The originating CSO:
When a participant is in inpatient treatment and goes into a local CSO for support services, the CSO:
eJAS contains many tools to help supervisors track support services expenditures. From the eJAS Home page menu there are a variety of “paths” a supervisor can take to review vouchers, fuel cards and other support services and the issues they may have.
Financial Reporting - Supervisors use the Financial Reporting page to:
Payment Maintenance - Supervisors use the Payment Maintenance page to:
Note: When using Pre-Created Reports for Support Services, the WorkFirst Project Code is 2471.
Each region receives funding, determined and distributed by the Program Administrator, at the beginning of each state fiscal year (SFY) to distribute to the CSOs to provide support services to WorkFirst participants. These are placed into an “account” for each CSO by the regional WorkFirst Coordinator and are referred to as Allocations. To learn more about what decisions go into determining how money is allocated to your CSO, or how to have more funds made available for your CSO, contact your regional WorkFirst Coordinator.
Support services allocations for each CSO can be found under “Allocations” from the eJAS Home page. On that page, you can see:
Audits are an important tool for a variety of reasons:
Support services audits are completed monthly, for the previous month, for support services issued to WorkFirst participants. It’s important to complete audits timely so any feedback given is relevant to everyone’s current work and corrections can be made quickly and successes can be built upon.
The current expectation is 10% of the total support services issued each month.
All support services audits are completed in COACH.
Revised October 1, 2021
Legal References:
The Working Connections Child Care section includes:
Working Connections Child Care, or WCCC, is the child care subsidy program that helps families with children pay for child care to find jobs, keep their jobs, and get better jobs. The WCCC program is administered by the Department of Children, Youth and Families (DCYF).
A family can get WCCC as long as they meet all of the program's eligibility requirements within 14 days of application (receipt of WCCC doesn't count toward the WorkFirst cash assistance five year time limit). The two main categories of WCCC-eligible families are:
A WorkFirst Program Specialist or Social Service Specialist can give families who have questions and need WCCC coverage a copy of the flyer called General Information for WorkFirst Participants Needing Child Care Subsidy Assistance. For example, you may want to use the flyer when you complete or update the participants Individual Responsibility Plan (IRP). The flyer gives basic information about how to apply for childcare.
Tribal families are unique because they may participate in either a DSHS WorkFirst or a Tribal WorkFirst program and may require child care in order to participate.
Tribal families have the benefit of "dual eligibility" for child care. This allows families to receive child care coverage from either the WCCC program or through their tribal organization. The WCCC program doesn't require the Tribal family be denied child care by the tribe before applying for WCCC. If a tribal family finds they aren't eligible through the WCCC program, they can still apply through the tribe.
Tribal families may receive their WorkFirst cash assistance from a Tribal TANF Program or from DSHS TANF program (Please see Worker Responsibilities - WAC 388-400-0005 for budgeting Tribal TANF). The Tribal program needs to contact WCCC to verify participation within 14 days of application. Tribal families who receive only food and/or medical benefits can be considered a Non-WorkFirst cash assistance recipient for WCCC purposes.
WCCC can subsidize child care needed during the hours a participant is working, in an approved training plan or engaged in other types of approved WorkFirst activities, or waiting to enter an approved activity such as completing WorkFirst Orientation as a requirement of WorkFirst cash eligibility.
A WorkFirst participant can be authorized for WCCC when they apply for TANF and/or begin participating in an approved WorkFirst activity as outlined in their Individual Responsibility Plan (IRP). Child care is terminated if the participant isn't placed in an approved WorkFirst activity within 14 days of application.
WCCC consumers can choose to use licensed/certified family child care homes and child care centers. Consumers may also use what we call "in-home/relative" providers. An in-home/relative provider must be:
It is very important to ensure that WorkFirst participants have safe and affordable child care (for their children under 13 years old) while they participate in work or other IRP activities. If a participant does not have adequate child care, we refer them to the WCCC worker for help.
We never require WorkFirst participants to engage in WorkFirst activities until they locate child care (for their children under 13 years) that is:
Participants who have children (0-18 years old) with special needs may have additional difficulties finding safe and affordable care. WCCC offers these families additional resources in the form of:
Participants applying to use an in-home/relative care provider may need to wait to receive required background check results. The WCCC program starts authorization for payment for child care based on the date the provider is approved. The WCCC program doesn't pay for in-home/relative child care provided before the provider is approved. This policy is designed to protect the health and safety of children.
When establishing participation requirements for participant who are waiting for in-home child care approval, DSHS staff has the following options:
Refer the participant to your local Child Care Resource and Referral (CCR&R) agency to get help finding licensed child care. The CCR&R can be reached at 1 (800)-446-1114.
Document the circumstances in the participant's case notes if they won't be required to seek child care while an in-home/relative care request is pending. Refer to Participation While Resolving Issues section for the procedures to monitor the case while no child care is available.
A participant's monthly contribution toward the cost of child care is called a copayment. The copayment is based on family size and countable income in relation to 60% of the state median income (SMI) guidelines.
There are five copayment "levels" based on the family's countable income:
If household income is: | Then the household's maximum monthly copayment is: |
---|---|
0 to 20% SMI | No copay |
More than 20% to 36% SMI | $65 Copay |
More that 36% to 50% SMI | $90 Copay |
More than 50% to 60% SMI | $115 Copay. Families over 60% SMI at application are not eligible. |
More than 60% to 65% SMI | $215 Copay. Second tier eligibility is for families reapplying and under 65% SMI. |
For additional information about copayments, refer to the Child Care Subsidy Programs Manual.
The applicant or participant needs to provide information when applying for WCCC as follows:
Note: There may be cases where the participant has already applied for WCCC at application. WCCC is approved initially for the applicant to complete all TANF eligibility requirements and must be in an approved WorkFirst activity within 14 days of application to continue receiving WCCC without breaking the continuity of care.
The WCCC authorizing worker:
Note: More detailed information about the WCCC Program can be found in the resource section below.
Revised on: November 15, 2021
The Tools-Overview section includes:
This chapter describes the major tools and techniques WorkFirst Program Specialists (WFPS)/WorkFirst Social Services Specialists (WFSSS) use to help WorkFirst participants succeed. To be fully effective, most of these tools rely heavily on the partnerships and communication between the participant and case manager, including collaboration with WorkFirst agencies.
The main tools used to partner with a WorkFirst participant are listed below with a brief description.
Tool | Description |
---|---|
Case staffing | Case staffing is a group process, which creates an opportunity for the WFPS/WFSSS to discuss with the participant their engagement in activities. Professionals and partners the participant is engaged with can also be invited to the case staffing and provide support. |
Continuous Activity Planning (CAP) | Continuous Activity Planning is an informal consultation or joint evaluation with available WorkFirst partners, DSHS co-workers, or other service providers. |
Customer Driven Severity Scale | An optional tool that provides support and guidance to WFPS around assessing the participant’s barriers and their need to connect with a WFSSS. |
eJAS | eJAS is an automation tool for WFPS, WFSSS, Community and Technical Colleges, Career Scope Coaches, Commerce agencies and many contracted service providers, such as contractors that serve our limited English population. It allows for documentation of participation and any barriers participants experience when seeking employment. Service providers use eJAS to report participation to the WFPS/WFSSS. |
Individual Responsibility Plan (IRP) | An Individual Responsibility Plan (IRP) outlines a participant's required action steps towards self-sufficiency. |
Intensive Services | Intensive services are extra or exceptional supports provided to participants having the greatest difficulty finding and keeping jobs, and achieve success. |
Pathway Development Tool | The tool used for comprehensive evaluations which are required for all WorkFirst participants. This tool is also used for WorkFirst social service assessments. |
Personal Pathway Effective 11/15/21, the Personal Pathway is suspended until further notice. |
A short participant self-assessment, supporting development of rapport between participant and WorkFirst staff, indicating participant areas of interest. The information is used to guide what topics to start with during the comprehensive evaluation discussion and subsequent assessments (where applicable). |
PRISM |
PRISM is a Predictive Modeling tool intended to:
Note: Don't use PRISM to gather information for purposes of imposing sanctions for failure to adhere to program standards.
|
Protective payee | Protective payees are contracted vendors that provide money management to assigned participants to make sure assistance funds are used for basic needs. |
Sanction | A sanction is a status that a participant enters when they are able, but refuses to participate as required. |
Stacked Services | Stacking services requires the participant to engage in more than one activity at a time - perhaps working with different providers to access services. |
WorkFirst Partner Directory | A statewide list of WorkFirst contracted partners, which supports development of an IRP with a participant. Note: This directory is only directly accessible to CSD staff. |
It is important to:
When communicating and engaging with participants, consider the following:
Revised on: February 1, 2024
Legal References:
This WorkFirst Handbook (WFHB) section describes the purpose and content of the comprehensive evaluation, continuous activity planning, and engagement pathways - including:
The purpose of the comprehensive evaluation is to learn more about the participant’s strengths, readiness, and ability to succeed in the workplace. It helps to identify both strengths the family has and challenges they may be facing. It helps both the participant and WorkFirst staff identify what services and activities will help the family move toward stability.
Its primary objectives are:
WorkFirst staff use the Pathway Development Tool (PDT) to complete a participant’s comprehensive evaluation. The Personal Pathway is also available to support this process. Both tools are available in eJAS. How to use these tools is discussed in WFHB 3.2.2 and 3.2.3.
Before beginning this process, WorkFirst staff set a positive tone by explaining its purpose. By completing the comprehensive evaluation, WorkFirst staff:
Questions within the PDT touch on sensitive topics (like family planning, substance abuse, or family violence). Acknowledging this can help prepare the participant for the discussion. This includes:
The comprehensive evaluation covers a number of topics – all help determine what activities best meet the participant’s specific needs and goals. Some of these topics are legally required. However, covering all topics with the participant ensures that the family’s circumstances are completely evaluated and the participant is engaged using a whole family approach.
Topics covered in the comprehensive evaluation include:
For more information on these topics, please refer to WFHB 3.2.3.2.
A comprehensive evaluation is completed when a participant is approved or likely to be approved for WorkFirst cash assistance. For two-parent households, separate comprehensive evaluations must be completed for each participant, using the PDT. In most circumstances, the comprehensive evaluation should be completed immediately following financial intake.
If the participant is not able to complete the comprehensive evaluation during financial intake, WorkFirst staff may save/pend the tool, if started, for the Case Manager to finish. At this juncture, the participant is informed that their local CSO will outreach to them with next steps. WorkFirst staff in the local office have the option of connecting the participant with their Case Manager prior to leaving to set up an appointment, if time allows and is otherwise feasible.
Participants in sanction status who desire to reengage in WorkFirst participation must also have their comprehensive evaluation reviewed and updated so it reflects their current circumstances and supports activity engagement. See WFHB 3.2.3.7 for additional details on using the PDT for sanction reengagement.
A comprehensive evaluation is considered active for up to 12 months. Sometimes an update to the evaluations needs to occur for a participant. This includes:
Scenario | WorkFirst staff |
The participant leaves TANF cash assistance and then returns. | Create a new PDT to reflect any changes in the family’s circumstances. |
If the participant’s circumstances have changed. | Determine if a new PDT is needed to support engagement in new or existing activities. |
Continuous Activity Planning (CAP) is an informal meeting or joint evaluation with the participant, WorkFirst staff, WorkFirst partner(s), and others to discuss the participant's progress in an activity and recommendations for the next activity. It can also be a tool for problem-solving when the participant isn’t successfully engaging. This meeting can be conducted via phone or in person. It’s documented using the eJAS case staffing/extension review tool and in client notes under the Continuous Activity Planning note type.
WorkFirst staff must document:
After the initial comprehensive evaluation, there may be times where a new comprehensive evaluation or a CAP is required in order to understand how the participant is progressing in WorkFirst. The decision to complete a comprehensive evaluation or a CAP is based on results from the last completed comprehensive evaluation, and when that evaluation occurred.
Comprehensive evaluation completed … | Participant is … | WorkFirst Staff Next Steps |
Within last 6 months. |
|
Conduct Continuous Activity Planning meeting. |
Over 6 months ago. |
|
Conduct Continuous Activity Planning meeting. Review comprehensive evaluation and if needed, create a new PDT to reflect changes in circumstances. |
12 months ago (or longer). |
|
Complete annual comprehensive evaluation using PDT. |
"Likely to be approved" means those who appear to meet financial eligibility based on available information and their application is pending for verification of items such as:
Applicants whose eligibility is pending for financial-related verification (e.g. income verification, appear eligible and applying for Unemployment Compensation, possible job start) are less likely to be approved. In these circumstances, the comprehensive evaluation can be completed after financial eligibility is verified.
Engagement pathways are WorkFirst activities included in the Individual Responsibility Plan (IRP). The criteria below are provided to assist the WorkFirst staff and participant in making an informed decision about which pathway(s) is most appropriate based on information gathered during the comprehensive evaluation. Refer to the Stacking Activities Chart when determining the appropriate mix of activities for the participant.
The Navigation section of the PDT can assist in determining next appropriate steps for the participant – see WFHB 3.2.3 for more information.
Prior to referring participants to a pathway, WorkFirst staff must advise them of WorkFirst program requirements and their responsibility to participate in the activities identified in their IRP. WorkFirst staff are to ensure all participants have a plan to address child care and transportation needs prior to referral. Participants reporting to an activity without arranged child care and transportation may be referred back, as they aren’t able to begin participating without these supports in place.
If the comprehensive evaluation doesn’t identify an appropriate pathway based on the following criteria, a CAP may be conducted immediately to develop a plan for engagement.
Career Scope (Job Search)
Referrals to Career Scope may be appropriate for participants who are “work ready.” This means they meet one or more of the following criteria :
Additional information to assess work readiness is available in WFHB 4.1.3.
Exception: Participants who are working full-time and want assistance finding a better job are appropriate for Career Scope services as long as they can contact Career Scope staff at least once a week to receive assistance. Otherwise, you may refer them to the WorkSource Center as a self-directed job seeker.
Education & Training Activity
Referrals to Education & Training may be appropriate for participants who meet one or more of the following criteria:
Community Jobs
Referrals to full-time Community Jobs may be appropriate for participants who meet one or more of the following criteria:
Referrals to part-time Community Jobs may be appropriate for participants who are single parents with a child under the age of six and also meet one or more of the following criteria:
Community Works Program
Referrals to Community Works may be appropriate for participants who:
Unsubsidized Employment
Participants in this pathway are (full- or part-time):
Limited English Proficient (LEP) Pathway
Referrals to the LEP Pathway may be appropriate for participants who:
Issue Resolution
Participants may be in this pathway full- or part-time, depending on their ability to participate in work or work-like activities. Whenever appropriate, issue resolution activities should be stacked with one of the employment and training activities associated with pathways listed above.
These activities help participants resolve issues including:
Exempt
An exemption from work participation requirements may be appropriate for participants who:
3rd trimester of pregnancy Deferral
Participants in the third trimester of pregnancy can choose not to participate in WorkFirst activities.
Comprehensive evaluation results and subsequent discussion with the participant regarding pathway options and criteria steer development of the Individual Responsibility Plan (IRP). They also aid in identifying what support services the participant needs to effectively engage in activities and services.
The IRP is developed by the WorkFirst staff and participant to describe:
IRPs may be developed to support short and long-term goals. For long term plans, consecutive activities may be included to support participants in long-term goals. They should also include the best mix of activities to support the participant and their family.
Participants are expected to participate full-time, or as close to full-time as they are able based on their situation. All activities within a plan should be geared towards preparing the participant for future employment and economic stability.
If a participant fails to attend their comprehensive evaluation appointment, staff must go through the good cause process and determine if the participant had a good reason for not coming to the appointment. WorkFirst staff should determine and document whether a participant is refusing to participate, or simply unable to due to circumstances outside of their control.
For information on the good cause and non-compliance sanction process, see WFHB 3.5.1.
At financial intake, and other appropriate times outlined above, WorkFirst staff conduct a comprehensive evaluation by:
Revised on: November 15, 2021
This WorkFirst Handbook (WFHB) section describes the Personal Pathway and how to use it. It covers:
The Personal Pathway is an optional self-assessment for the participant. The questions ask about the participant’s areas of interest, giving them an opportunity to say in their own words what is important to their family. It supports developing rapport and a a positive relationship between the participant and WorkFirst staff.
It’s trauma-informed by offering choices and options in a transparent way. It allows participants to take a few moments to reset, think, and focus on what they want and need to plan their next steps toward their goals. This is a positive and empowering way to support executive functioning (thinking) skills.
The Personal Pathway is available as a stand-alone form (DSHS 11-154). It’s also in eJAS, allowing staff to document the participant’s responses. When entered into eJAS, the participant’s responses are summarized in the Pathway Development Tool (PDT). This information can be used in the comprehensive evaluation, social service assessment, and IRP development.
Staff may provide a copy of the Personal Pathway form (DSHS 11-154) to the participant by:
If the participant completes the form and agrees to share, staff enter the participant’s responses into eJAS.
The information gathered from the Personal Pathway can guide topics to start with during the comprehensive evaluation discussion and subsequent assessments. The eJAS version of the Personal Pathway generates a summary of a participant’s responses (Personal Pathway Details table) in the PDT. The responses are sorted into four categories – Values, Goals, Strength and Obstacles.
WorkFirst staff can use the Personal Pathway Details table to guide where to start in the PDT discussion.
WorkFirst staff may use the information gathered from the Personal Pathway to build rapport with the participant. Information in the Personal Pathway Details table can be a springboard into deeper discussions around the participant’s current situation.
Staff are encouraged to offer the Personal Pathway to participants at any time as an engagement tool (conversation starter). This includes but is not limited to Continuous Activity Plan (CAP) meetings, NCS Case Staffings, Time Limit Extension (TLE) appointments.
The Personal Pathway may be useful in many participant contacts, not just for completing the PDT. Staff must enter the Personal Pathway responses into eJAS to reflect the most current self-assessment. The Personal Pathway and PDT are independent tools that can be completed together or separately, depending on the situation.
The Personal Pathway is an optional self-assessment tool for the participant to complete. It isn’t a required action for the participant. However, WorkFirst staff are required to offer the Personal Pathway to the participant.
If a participant chooses not to complete the Personal Pathway as part of the comprehensive evaluation or assessment process, WorkFirst staff skip the Personal Pathway piece of the process in eJAS, and proceed with the PDT. In these situations, WorkFirst staff must document in eJAS client notes that the Personal Pathway was offered and the participant declined completing it.
When completing a comprehensive evaluation, WorkFirst staff offer the participant the option of completing the Personal Pathway (DSHS 11-154):
When completing an assessment, the WFSSS reviews eJAS for a current Personal Pathway:
Revised on: February 1, 2024
Legal References:
This WorkFirst Handbook (WFHB) section describes how to use the Pathway Development Tool. It covers:
The Pathway Development Tool (PDT) is an eJAS tool used to conduct WorkFirst comprehensive evaluations and social service assessments. The PDT provides a snapshot in time of what’s going on with a participant, their family, and their individual circumstances. It’s used to gather information on what activities will be most helpful to the participant and aids in developing their Individual Responsibility Plan (IRP).
The PDT is divided into various sections and topics to support a conversation between staff and participants to determine the best engagement pathway. It’s designed to allow WorkFirst staff the flexibility to select a starting topic when engaging the participant in discussion, and for the conversation to flow based on family needs and goals. The PDT includes the following sections:
Tracking Information
The first section allows staff to track specific information, including:
Personal Pathway Details
This section summarizes participant responses captured in the Personal Pathway, for participants who choose to complete one. This information, when available, is used by WorkFirst staff to determine which topic to begin with in the PDT. For more information on how to use this information while completing a PDT, please see WFHB 3.2.2.3 and 3.2.2.4.
Topics
This section includes topic categories for WorkFirst staff to discuss with the participant. Each topic subsection includes the following:
Below are all topics included within the PDT:
TOPIC | DESCRIPTION & ITEMS OF NOTE |
---|---|
Family |
Explores the family’s current situation and what services or supports are needed, and/or what exemptions or deferrals may be appropriate. Includes the following subsections:
For the subsections based on child(ren) age – staff only complete subsections relevant to the family. Example: A participant has two children (ages 6 months and 5 years old). WorkFirst staff review the general 'Family,’ ‘Child 0-12 months,’ and ‘Child 2-5 Years’ subsections to complete the 'Family' topic section.
Example: A participant is pregnant and has two children (ages 2 and 5 years old). WorkFirst staff review the general ‘Family,’ ‘Pregnancy,’ and ‘Child 2-5 Years’ subsections to complete this ‘Family’ topic section. The conversation on both children is documented in the ‘Child 2-5 Years’ subsection.
|
Employment & Work Experience | Current employment circumstances and work history/experience. |
Education & Training | Education and training experience, along with related goals and interest in pursuing this as an engagement activity. It includes a field to capture the participant’s highest grade level completed. |
Financial Literacy |
Financial literacy services and supports can provide families with the tools for a smoother transition from a benefit-based income to a wage-based income, and keep them from unknowingly entering into financially devastating credit arrangements. It is an essential element to a family achieving financial stability, self-sufficiency, and economic mobility. NOTE: WorkFirst staff ask the participant if they would like a referral to money management training available in their local community. This is considered a life skill and is not a mandatory activity. WorkFirst staff can find a list of resources that provide financial literacy programs at the Washington Department of Financial Institutions - Statewide Financial Education Class Calendar and the Washington Asset Building Coalition website.
|
Family Violence | Includes mandatory script and questions to support screening participants for family violence. See WFHB 6.5 for support in conducting these screenings with families. |
Substance Use | Explores whether a referral to social services for a chemical dependency assessment and support is needed. See WFHB 3.2.1.8 and Chapter 6 for additional information. |
Emotional Health | Explores whether a referral to social services to assess and support the participant's emotional health and mental well-being is needed. See WFHB 3.2.1.8 and Chapter 6 for additional information. |
Medical/Health | Explores whether a referral to social services to assess and support the family’s health circumstances, or if deferral/exemption is appropriate. See WFHB 3.2.1.8 and Chapter 6 for additional information.
NOTE: When a participant voluntarily provides information about HIV/AIDS/STD issues that could interfere with WorkFirst activities, WorkFirst staff use this section to document that information. The HIV/AIDS/STD note type is also available (see WFHB 1.6.4).
|
Housing | Opens up a discussion on the family's housing situation. Supports determining how their housing situation may impact the participant's engagement in activities |
Transportation | Examines what the participant’s current means of getting around is. Opens up a conversation on what type of transportation support services are needed for activity engagement. |
Legal Issues | Explores any legal issues the participant is facing that could affect activity engagement and/or employment opportunities. |
Other Agencies | Allows staff to discuss and document agencies or programs the participant is already engaged with. |
Navigation
This section, nested in the Topics list, supports WorkFirst staff in having a discussion with the participant on engagement pathway options. It includes:
The goal is for WorkFirst staff to do thorough comprehensive evaluations at the initial intake for participants approved or likely to be approved for TANF (see WFHB 3.2.1.8). This allows participants to engage in services that make sense based on the family’s circumstances, strengths, desires, and goals.
WorkFirst staff use any information gathered from the Personal Pathway to guide which topics to start with during the comprehensive evaluation. Information collected during the financial intake is also used as launching points during the PDT discussion - supporting a fluid and meaningful conversation with the participant, and avoid them needing to re-tell their story.
There are many topics that are legally required to be covered during the comprehensive evaluation. Required topics are bolded in the Topics table in WFHB 3.2.3.2. They're marked with an asterisk [*] within eJAS. It should be the goal of staff to touch upon all topics included in the PDT, leveraging a participant’s Personal Pathway Details to drive the conversation.
After each Topic section is reviewed, information documented, and indicators, strengths, needs/interests and referrals selections made, WorkFirst staff must save the section before moving to the next topic. Once all topics are reviewed with the participant, WorkFirst Staff complete the Navigation section by:
Once the Navigation section is complete, WorkFirst staff finalize a PDT (marking Tool Verified as Complete and selecting save). See WFHB 3.2.3.8 for additional support in using the PDT Navigation section.
Social Service Referral Option:
If during the conversation with the participant, it’s clear an issue exists, the Customer-Driven Severity Scale is used to support discussion and determining, in partnership with the participant, whether their issue is urgent or emergent. In these circumstances, medical verification is not required to make a referral for an assessment with a Case Manager.
If the issue is determined to potentially impact the participant’s ability to fully engage in employment and training activities, the Issue Resolution pathway may be most appropriate. At that juncture, WorkFirst staff would request medical verification from the participant, if appropriate based on the issue, and refer them to a Case Manager for assessment and next steps.
For participants who require an assessment (including a Pregnancy to Employment assessment) or have an urgent/emergent issue, an immediate referral to social services follows the financial intake. Refer to WFHB 3.2.1.11 for additional guidance.
If referred for further assessment, the Case Manager reviews, discusses, and completes this step with the participant. This may include completing required topics needed to satisfy the comprehensive evaluation requirements, if those were not completed in the financial intake.
While it isn’t mandatory to refer for a chemical dependency or mental health assessment if the participant is in treatment, staff should consider and offer an assessment referral. This allows the participant to explore the situation with their case manager and receive additional information to develop a more effective IRP.
The PDT also supports Case Managers in completing social service assessments. Three key PDT features support seamless assessments:
For additional information and support in conducting social service assessments, see WFHB 5.1 & Chapter 6.
The PDT Navigation section supports WorkFirst staff in discussing with the participant engagement pathway options and developing the IRP. WorkFirst staff review the summary of indicators, strengths, needs/interests, and referrals and work with the participant to determine what activities to engage in or if referral for assessment is needed. Refer to WFHB 3.2.1.10 for guidance on engagement pathways, and WFHB 3.3.1 for guidance on IRP development.
Once an engagement pathway has been agreed to, WorkFirst staff indicate what activities the participant is engaging in by checking boxes under the WorkFirst Activities referred to area of the Navigation section, and documenting the discussion in the free form text field.
Case Managers must do an annual update of a participant’s comprehensive evaluation and any needed social service assessments. eJAS notifies the Case Manager when mandatory screenings are required (annual family violence and family planning screenings). If it has been over a year since a PDT was completed at the time of these annual screenings, Case Managers complete a new PDT with the participant. The family planning and family violence screenings are accessible through the Family and Family Violence topic sections of the PDT.
NOTE: The PDT copy over feature is only available for up to 12 months.When using the copy over feature, staff select this option when they first enter the PDT (before hitting save). eJAS recognizes once the family violence and family planning screenings have been completed and no longer displays a notification on the Client Main Page.
For participants who are in non-compliance sanction and wish to reengage in the program, or who exit TANF and then return to the program, WorkFirst staff are required to complete a new comprehensive evaluation with the participant, using the PDT. This includes households that were terminated from TANF due to non-compliance sanction (see WFHB 3.5.3).
For participants who had a PDT done within the last 12-months, the PDT copy over feature allows WorkFirst staff to build off the last conversation with the participant. WorkFirst staff who use this function must review/update all topic sections with the participant and complete the Navigation section based on the conversation. If a PDT on file is older than 12-months, or there isn’t one on file, WorkFirst staff complete a new PDT with the participant.
WorkFirst staff offer a referral to First Steps for pregnant dependent minors (see WFHB 5.1.17).
WorkFirst staff must follow the policy for mandatory reporting of suspected child abuse, neglect or child rape in the EA-Z Manual, Child Abuse and Neglect Reporting when a participant reports a pregnant minor dependent child. Under the mandatory reporting policy:
When using the PDT to complete a comprehensive evaluation at financial intake, WorkFirst staff:
If the participant is unable to complete the comprehensive evaluation at the financial intake:
NOTE: Case Managers set up a follow-up appointment to complete the PDT using the AP component (with an end date to match the scheduled appointment, providing adequate advance notice for the participant to complete the process), and sending an ACES General Appointment Letter (50-05) or an eJAS Appointment Letter using “WF PDT Appt” canned text in Barcode.
When using the PDT to complete a social service assessment, Case Managers:
Revised on: September 26, 2022
Legal References:
The 3.3 IRP and Stacking Strategy section has two separate sub-sections:
An Individual Responsibility Plan (IRP) is a working document that clearly defines the specific activities, timeframes and expectations for each WorkFirst participating family member. The IRP may also indicate what support services WorkFirst can provide to help the person to participate. The IRP is developed by the participant with their WFSSS/WFPS to:
Create or update an participant's IRP when the participant:
In two parent families, both parents must have an IRP (unless one qualifies for, and chooses to take an exemption). Once a participant goes off WorkFirst, an IRP is no longer required to access services or support services.
NOTE: participants who don't have Washington Apple Health due to citizenship verification requirements and who have an activity requirement that is dependent on Washington Apple Health coverage aren't required to participate in these activities until Washington Apple Health eligibility is established. Until Washington Apple Health coverage is established, these participants will be coded with the component code 'CV'. This is an indicator code only and has no IRP or monitoring requirements.
For more information, please refer to WFHB 6.3.5 - How do we treat participants with medical issues who do not have Washington Apple Health.
We build an IRP by talking to the participant about their family’s circumstances. We use the Pathway Development Tool to support this discussion, whether completed as part of the comprehensive evaluation or social service assessment process. The engagement pathways noted in WFHB 3.2.1.8 and the stacking activities strategy in WFHB 3.3.1 can help with determining what activities may be best for the participant, while maximizing countable participation.
Conversations with the participant are very important, as they help build IRPs that are relevant to their family’s situation. The IRP spells out what needs to be done to get the person employed as quickly as possible, and then break those tasks into action steps.
When appropriate, the WFPS/WFSSS can create or update the IRP while the participant is meeting with a WorkFirst partner. The WorkFirst partner can then print the IRP for the participant’s record and signature and must document in eJAS that the client signed a copy of the IRP. . If there are confidential items in the IRP, the partner can only print the non-confidential portion of the IRP. The WFPS/WFSSS must still mail the full IRP to the client.
Some families may also be involved with Department of Children, Youth & Families (DCYF) and required to do activities like counseling or treatment to help keep their families together. It is critical to take these activities into consideration when developing the participant's IRP.
As shown in the chart below, there are key techniques to create an effective IRP.
How to build an IRP: |
|
---|---|
Involve the participant |
Give a clear picture of the goal of financial independence for the family and WorkFirst program will do to support this goal. Talk about what the individual plans to do after employment to get a better job and move up the wage ladder. Are the plans achievable? If so, how? |
Focus on the goal |
The goal, for most families, is independence from WorkFirst. Getting a job or increasing employment or wages is the path. When setting the participant's goal, also take into consideration:
|
Discuss the options |
Use all the available information and the stacking strategy to develop the IRP and create a step-by-step plan. As you do this:
|
Write the IRP |
Write the IRP in the first person (like "I will report to my Community Jobs assignment.") The templates for each activity are to be included in the IRP so the participant knows the specific details about their activities. |
Use action steps |
Use the IRP to give the participant a step-by-step explanation of what is expected of them and what supports are available. Include:
|
WFPS/WFSSS monitors IRPs closely to make sure that everyone is engaged in activities and making progress. Service providers are required to verify participation and progress on a monthly basis to the WFPS/WFSSS.
In addition, non-participation must be reported immediately. ESD uses eJAS to send an electronic message to the WFPS/WFSSS when the participant fails to attend as directed. ESD staff sometimes refers the participant back to the WFPS as part of their "Continuous Activity Planning" process and document in eJAS notes if the participant is failing to participate as directed. The WFPS/WFSSS must immediately begin the sanction process by sending the ACES letter 0085-01 for non-participation.
The WFPS/WFSSS includes all activities that meet the participation requirements in the IRP and track participation, even those that aren't approved by the program. For example, a participant may work 20 hours a week and go to school 20 hours and meet the participation requirements even if the training cannot be approved or supported with support services or child care. This participation must be tracked to ensure progress is being made and that the person is attending.
There are two types of participation verification:
An participant in sanction status does not require a special "sanction IRP" just because they have entered sanction. Everyone is required to have a current IRP based upon their assigned activities. If a participant enters sanction status, the IRP should reflect the activities they failed to do, without good cause.
When the participant agrees to cure a sanction, the IRP must be updated to include current dates and any new activities or components need to be changed to meet the participant's new circumstances.
The IRP is a valuable tool for the participant, the WFPS/WFSSS, and others working with the person. It ensures that everyone is clear about the participant's responsibilities, requirements, and supports.
Stacking services requires the participant to engage in more than one activity at a time - perhaps working with different providers to access services. We "stack" (or combine) activities to make sure the person moves from welfare to self-sustaining work as soon as possible. It also helps an participant to build new strengths while resolving issues in her or his life.
Activities are combined to add up to full-time participation (32-40 hours). See WFHB 1.2.3 for additional information about adding an additional three hours (preferably core activity hours) in the participant’s IRP when possible.
eJAS provides language (templates) that can be put on the IRP for most activities and service providers, with the number of hours the participant will participate. In the few cases that eJAS does not provide the template language to be used, the WFPS/WFSSS includes the following information on the IRP:
To be effective, the participant's IRP must spell out, in detail, what the person will do to become self-sufficient. All personal information is confidential under state and federal law. In eJAS, there are also four categories of participant information, called 'Special Records', with increased protection. Only DSHS staff are able to view the notes written in these categories (see WFHB 1.6.4).
When developing an IRP that includes information on a Special Records topic, It is important to:
When creating an IRP, do the following in eJAS:
To develop an IRP, the WFSSS/WFPS:
Revised on September 20, 2021
Legal References:
The 3.3 IRP and Stacking Activities section has two separate sub-sections:
Federal rules reduce funding to states that fail to meet a federal work participation rate. To meet the rates, states must have a percentage of participants in the required number of hours of countable activities each month.
Section 1.2.1 What is participation and how is it counted describes the participation requirements for participants and teens who are able to participate. Stacking goes beyond the basic participation requirements and gives guidance about how we might best meet the needs of participants, achieve the most important WorkFirst goals, and maximize our ability to meet the federal rate.
All WorkFirst activities were designed for a purpose - but not all of them count towards meeting the federal Work Participation Rate (WPR). WorkFirst activities fall into one of five broad categories:
The Core & Non-Core Activity chart lists countable core and non-core activities.
The Stacking Activities Chart sorts WorkFirst activities by how they count towards meeting the rate, listing all exemptions, exceptions, stabilization (uncountable), and core activities. The chart gives an overall strategy for core and non-core activities you may stack to help move the participant towards employment.
The comprehensive evaluation or assessment recommendations are designed to meet participant needs while maximizing our ability to meet federal participation requirements and should:
We build an IRP based on the primary activity the participant needs to progress. Some participants are exempt and others required to access stabilization services (uncountable "X" codes).
You can require a participant to apply for WAH in their IRP, and sanction for failure to follow through, if they are potentially eligible but have never applied or let their coverage lapse. For example, use an IRP to require WAH application for a participant who needs chemical dependency treatment but has no current WAH coverage (See WAH Application IRP for suggested IRP language.).
A few participants, minors and teens meet the rate while participating fewer hours under federal participation exceptions. Participation requirements are:
Most participants are able to participate and don't qualify for federal participation exemptions. You can stack activities to build an IRP that meets the rate as follows:
The Fair Labor Standards Act (FLSA) has rules that apply to participants in community service and work experience (unpaid work activities).
Under federal rules, participants who work the FLSA maximum hours meet their full core activity requirement. The FLSA maximum hours for the past, current and upcoming month is calculated and displayed in eJAS, and visible to contractors in the Component/Contractor/IRP Update screen via the Calculate FLSA link. To calculate FLSA hours for applicants and re-applicants, the WFPS/WFSSS enters the cash and food benefit amounts and household size. The eJAS calculation defaults to the Washington State minimum wage, so if a client is subject to a higher local minimum wage the FLSA hours will need to be manually adjusted. See section 3.3.2.6 for more information about determining FLSA hours based on local minimum wages.
When a participant is first approved for WorkFirst cash assistance, and the participant is entering a community service or work experience activity, DSHS staff are required to use the eJAS FLSA Calculator Tool to determine the maximum number of participation hours for the current month and pass that information to community service and work experience providers. eJAS starts to calculate and display the FLSA maximum hours to all partners and contractors as soon as the calculation is saved.
Staff can use the eJAS FLSA calculator tool to calculate the FLSA maximum hours based on the participant's grant and food stamp benefits, divided by the state or local minimum wage. The result is the maximum FLSA hours for the month. The FLSA calculator tool automatically divides the monthly maximum FLSA hours by 4.33 and rounds down to determine how many hours the participant performs unpaid work, on average, each week.
There are special rules for deeming in two-participant families. Most important, the FLSA maximum hours apply to the entire family, not to each participant. To be classified as a two-participant family under federal rules, neither participant can be:
Under WorkFirst, we want each participant to participate 32-40 hours per week unless one participant is opting out, or the participants are splitting the hours, under WFHB 1.2.4. When we maximize participation at the headquarters level, we use federal rules to deem 30 hours of core activities if either participant works the family's FLSA maximum hours. When we do this, the whole family meets the rate if either participant does an additional 5 hours of another type of core or non-core activity.
Some families FLSA maximum hours exceed 20-30 hours per week so we don't deem additional hours. In these cases you may:
See WFHB 1.2.3 for additional information about adding an additional three hours (preferably core activity hours) in the parent’s IRP when possible. Don’t exceed the FLSA maximum hours for unpaid work activities. You can substitute non-core hours for core hours as needed to stay within the FLSA maximum.
Under FLSA and state law, DSHS must use the state or local minimum wage, whichever is higher, when determining hours of participation in unpaid work experience and community service activities. Local ordinances are only in effect within the local government's boundaries and may only apply to some types of employment. For the purposes of FLSA deeming, DSHS is an employer.
For local minimum wage cases, the WorkFirst partner/contractor must send the local minimum wage rate to DSHS to receive the adjusted FLSA hours. The WFPS/WFSSS is responsible to calculate the adjusted FLSA hours by entering the cash grant amount, basic food allotment, and number of household members into the FLSA calculator tool. Staff must use the eJAS FLSA Calculator Tool to update participation when there is a change on the cash or food household, and as update the IRP for all local minimum wage cases.
Revised on March 20, 2023
Legal References:
The Case Staffing section includes:
A case staffing is an opportunity for the WorkFirst Program Specialist (WFPS) and/or the WorkFirst Social Service Specialist (WFSSS) to exchange information about the participant and gain consultation from other professionals. It is a group process in which the case worker (WFPS or WFSSS) invites two or more professionals and others involved with the participant to help identify issues, suggest problem resolution strategies, and recommend service options.
WFPS/WFSSS:
The participant may need a case staffing at any point when it appears they are not making progress or there are significant issues to address. It is important that you do everything you can for families before they reach 60 months on WorkFirst. Staff can conduct case staffings as early and regularly as possible. Some case staffings are mandatory, others are conducted based on the recommendation of the WFPS, WFSSS, partner agency or contractor such as Community Jobs.
Below are some strategies local Community Service Offices (CSOs) use to make this effective tool available to a broad range of participants:
Case staffings are mandatory for participants who haven't participated in WorkFirst activities, without good cause, before entering sanction status.
The goal of the NCS Case Staffing is to re-engage the participant into appropriate WorkFirst activities.
A good cause/non-compliance Sanction (NCS) case staffing requires the assigned worker to invite at least one other relevant professional such as another WorkFirst staff member, Public Health Nurse, Chemical Dependency Professional, etc. There must be a minimum of two professionals at the staffing, the Case Manager assigned to the case counts as one professional.
It is extremely important to invite a Child Welfare Programs (CWP) Social Service Specialist if CWP is working with the individual.
For more information regarding good cause/NCS case staffings, please refer to section 3.5.1 Entering Sanction.
As shown in the chart below, depending on the participant's circumstances, you may want to invite different people to attend a case staffing.
Most state employees attend at no cost. Support services are available if a psychologist or similar professional needs to be paid. Your local region or office may consider some instances, such as "all case" reviews, as staff training and pay as a training cost. Other payment options include exception to rule, Department of Vocational Rehabilitation or Developmental Disabilities Administration (DDA) funds, Social Services Payment System dollars, school district support, or Labor & Industries, accommodation and diagnostic money.
If key professionals can't attend, then the WFPS or WFSSS should attempt to gather information prior to the staffing through phone calls and/or other correspondence.
WorkFirst staff
Suggested case staffing participants | |
---|---|
Children's special needs |
|
Depression |
|
Chemical Dependency |
|
Cultural issues |
|
Wage progression |
|
Child care |
|
Job retention |
|
Family violence |
|
Legal, probation & parole |
|
Case staffings usually provide another approach to identify concerns by bringing together a multidisciplinary team of experts to review cases, identify resolution strategies, and recommend solutions. Bringing the group together for this purpose increases everyone's understanding of services and expertise available in the community and provides an opportunity for creative problem solving and resource development.
A good case staffing brings the right people to the table to identify the needs and suggest or supply the resources to meet those needs. For more information regarding good cause/NCS case staffings, please refer to section 3.5.1 Entering Sanction.
Revised on: July 21, 2023
Legal References:
The Non-Compliance Sanction Policy has three separate sub-sections:
This section includes:
Other Related Chapters
When a WorkFirst participant doesn't participate satisfactorily in their required activities, following two months in a row of non-compliance, TANF will be reduced. TANF must be terminated following twelve months in a row of non-compliance. The goal of this year-long process is to provide ample time for participants to re-engage or document good cause and opportunity for WorkFirst staff to assist them in doing this.
WorkFirst staff must provide opportunities for participant(s) in NCS to re-engage in appropriate WorkFirst activities and address any barriers to participation. WorkFirst staff should intervene early and contact participants in NCS monthly to encourage them to take full advantage of the opportunities offered by the WorkFirst program.
A non-compliance sanction (NCS) is a penalty that may result in the reduction and termination of a family's TANF cash assistance. An NCS penalty is imposed when a participant is able, but refuses without good cause to:
There are three phases of NCS:
If the WorkFirst staff discover a participant is unable to participate in the current activities in the IRP, they may:
A participant to has two TANF months of NCS without reduction before an NCS reduction is applied.
Examples:
#1: A participant stops their activity and doesn't provide good cause at the case staffing scheduled August 12th. WorkFirst staff refer the case to their supervisor for NCS.
#2 If TANF closed/terminated for any other reason following supervisor/designee approval, but before the first month of NCS without reduction.
#3 If TANF closed/terminated for any other reason during month one of NCS without reduction:
Participants who were in NCS without reduction for two TANF months receive an NCS reduction. An NCS reduction can last for a maximum of ten months before NCS termination.
Examples:
#1: If the participant was in NCS without reduction for September (09/01) and October (10/01), the NCS reduction begins in November (11/01).
#2: TANF closed/terminated for any other reason following supervisor/designee approval, but before NCS reduction is applied.
#3 TANF terminated for another reason while a participant is in NCS reduction
A good cause/NCS case staffing is scheduled when a participant doesn’t show up for a scheduled WorkFirst appointment, doesn’t participate in activities required in their IRP, or doesn't accept a job.
WorkFirst staff must:
Participants can contact WorkFirst staff in writing, by phone, or by going to the appointment scheduled in their good cause letter. They may also ask for a different appointment time. The non-compliance period begins the day the WorkFirst Non-Participation Appointment Letter (85-01) is sent scheduling a good cause/NCS case staffing appointment.
This ensures:
If a participant calls or comes in prior to the scheduled good cause appointment and wants to participate – WorkFirst staff can follow the options below:
During any contact, if the participant wasn't given 10 calendar days to establish good cause or the good cause determination wasn't offered, the case isn't procedurally correct and the non-compliance sanction is invalid.
In counting the 10 days, day one begins when the participant is mailed or given, the "good cause" letter. This is the same as how we count the 10-day period for adverse action notices. Allow for an additional business day when the letter isn’t mailed out the same day that it generates (either locally or by state office). If the 10th day falls on a weekend or holiday, the participant has until the following business day to provide the information requested.
WorkFirst staff document in eJAS how the letter is presented to the participant (in-person delivery, locally mailed, or centrally printed/mailed).
The following are examples of how the 10-day good cause period is counted.
Day 1 is 8/4 and Day 10 is 8/13
Day 1 is 8/4 and Day 10 is 8/16
A WorkFirst participant needs to know what is required of them. When mail is returned, the opportunity to engage participants is missed. If a participant’s mailed IRP returns, they have good cause for failure to participate because they didn't know the requirements. The NCS process can't be followed if the postal service returns the good cause interview appointment letter because they have a right to attend their case staffing.
However, once a NCS decision is made, per WAC 388-458-0025 and 388-310-1600(4), the obligation is to send out a 10-day change in benefits letter. There are no provisions to lift NCS reduction/reinstate full benefits if the post office returns the change in benefits letter.
In these cases, the case likely closes for loss of contact.
There are two stages at the NCS case staffing. First, WorkFirst staff listen and collect information from the participant to determine if there’s good cause for not meeting WorkFirst requirements. Second, determine if the participant doesn’t have good cause, use the eJAS Non-Compliance Case Staffing & Review Criteria tool to determine the next appropriate step for the participant.
Additionally, WorkFirst staff take the following steps:
The goal is to involve participants in WorkFirst activities to increase their ability to earn a living and provide support for their children, not to place their case in NCS. It's very important to determine and document whether a participant is refusing, rather than unable to comply. If a participant is unable to comply and we are able to determine why, then we can work more effectively with them and their family.
Participants cannot be placed in non-compliance sanction if they don't comply with participation requirements due to lack of affordable or appropriate child care. Such sanctions do not align with the program's core values of prioritizing a supportive solution-oriented approach.
Instead of imposing sanctions, WorkFirst staff are to work collaboratively with participants to find viable solutions to childcare needs. This may include providing information on child care resources and exploring alternative child care options within the community. There is a special brochure (WorkFirst Opportunities Brochure DSHS 22-1125) that you can use to give basic child care information to all participants who face non-compliance sanction.
Anyone who isn't fully participating as required has good cause if there is a significant barrier or combination of barriers outside of their control that prevent full participation. Some areas to review with every participant that may prevent compliance include having:
Consider non-participation due to unexcused absences good cause if there’s a significant circumstance outside of the participant's control, such as but not limited to, family violence or hospitalization that made it difficult for the participant to call in to get the absence excused.
If there isn't enough information to make a good cause decision, give the non-participating parent/caregiver a written request for any needed additional proof. For example, if the participant reports a new barrier give/send them a letter requesting documentation or verification of the barrier. Don't send a recommendation to impose NCS until a decision is made based on the verification provided.
If WorkFirst staff determine the participant had good cause for failure to participate in their assigned activities:
When there is a determination of good cause, the IRP must be updated to reflect the appropriate activities and level of services the participant needs to successfully participate. In addition, they may need to:
The WorkFirst program is committed to providing comprehensive support to participants facing significant hardships. In ongoing efforts to enhance inclusivity and address unique circumstances, a new good cause hardship reason has been introduced to include any hardship(s) that would reasonably prevent participation. This refers to a significant challenge that may not fall within the explicitly defined program guidelines but have reasonable impact on an individual’s ability to engage in WorkFirst activities.
Examples:
#1: Digital Divide and Housing Instability:
A participant is experiencing homelessness and lacks access to affordable hygiene facilities, such as showers and laundry services for themselves and their children. The participant also resides in a remote area with limited or no access to reliable internet connection. The absence of stable internet connectivity along with housing instability makes it challenging to participate in virtual meetings, online trainings, and other activities that require internet access. WorkFirst staff reviews participation and updates the IRP with an XH (housing) and provide support service options to supplement participation.
#2: Personal Trauma
A participant has experienced a recent traumatic event, such as the loss of a loved one or accident that directly impacted their well-being. The emotional and psychological impact of the trauma hinders their ability to focus, participate fully, and benefit from all of the WorkFirst program offerings. WorkFirst staff reviews participation and updates the IRP with an XG (Mental Health) and provide support service options to supplement participation.
#3: Health-related Challenges and Legal Obligations
A participant has ongoing health-related challenges that impact day-to-day living. They are also required to fulfill legal obligations, such as court-ordered appointments or probationary requirements. The reasonable hardship resulting from their health challenges along with legal obligations prevents active, consistent engagement in program activities. WorkFirst staff reviews participation and updates the IRP with an XM (Temporary Physical Disability), reduces participation requirements due to legal obligations, and provide support service options to supplement participation.
These hardships are evaluated on a case-by-case basis, considering their reasonableness and validity in preventing participation. This rule affords WorkFirst staff additional flexibility to consider unique circumstances and clearly document good cause reasons while providing appropriate support to accommodate their needs.
The purpose of the NCS eJAS tool is to document that the WorkFirst staff followed the non-compliance sanction process, the participant had every opportunity to participate, the case was reviewed with others, and the NCS referral was appropriate. It also helps to determine the next appropriate step based on all available information. The participant could be referred for NCS reduction and/or be re-engaged.
If it's determined the participant doesn't have good cause for failure to participate, Case Managers complete the eJAS Non-Compliance Sanction Case Staffing & Review Criteria tool (NCS eJAS tool) questions 1-15 during the good cause/NCS case staffing appointment.
If the participant attends their NCS case staffing and does not meet good cause, the Case Managers follows the NCS eJAS tool:
If the participant fails to attend the good cause appointment/NCS case staffing, the WorkFirst staff member:
Determine if the participant meets NCS reduction referral criteria:
Please see 3.5.1.17 Entering Non-Compliance Sanction - Step-by-step guide below for additional details.
When a participant is referred for a NCS reduction or NCS termination penalty, the supervisor/designee reviews the NCS eJAS tool to determine whether the NCS policy and process was correctly followed.
There are two types of supervisor/designee denials:
Pending Correction: A supervisor/designee may deny the NCS reduction or NCS termination and send the recommendation back to the WorkFirst staff for correction by selecting the following reason in the NCS eJAS Tool:
WorkFirst staff have the option to correct necessary actions and resubmit the NCS reduction or termination recommendation.
Final Denial Decision: The supervisor/designee may deny the NCS reduction or termination and stop the NCS process. The supervisor/designee provides the appropriate denial reason from drop down menu (the denial reasons can be procedural or missed barriers). When a hard denial reason is selected by the supervisor/designee, this closes the NCS eJAS Tool.
The department can’t apply an NCS reduction to a participant until a 10-day notice of adverse action is sent. The NCS reduction notice will be sent following supervisor approval of NCS reduction and two benefit months of NCS without reduction.
For example:
Once it is determined a participant didn’t have a good reason for not meeting their WorkFirst requirements, advise:
Please note that on the 08-01 Change in Benefits letter and 06-02 Termination of TANF/SFA letter, WorkFirst staff only need to enter the information corresponding to the second bullet. The rest of the information is automatically printed on the letter. For additional details please see 3.5.1.17 Entering Non-Compliance Sanction - Step-by-step guide.
If these points aren’t met in the notice of adverse action, then the requirements haven’t been met, and the participant can't be placed in non-compliance sanction.
When a participant is sanctioned, use the following ACES and eJAS codes:
A. Setting up the good cause/NCS case staffing appointment
Identify participants who aren't complying with program requirements and sends the participant the WorkFirst Non-Participation Appointment letter (085-01) scheduling a good cause/NCS Case Staffing appointment within 10 calendar days to find out if there's good cause for noncompliance:
B. Conducting the good cause/NCS case staffing appointment
At the good cause/NCS case staffing appointment when the participant attends. With appropriate professionals, WorkFirst staff:
At the good cause/NCS case staffing appointment when the participant doesn’t attend. With appropriate professionals, WorkFirst staff:
C. Processing good cause determinations
D. Processing NCS Without Reduction
The CSO Supervisor/designee routinely monitors the Clients Awaiting Sanction/Term Approval report in eJAS for participants newly referred for NCS reduction. When a participant is referred for NCS reduction, the supervisor/designee:
Monitor the decision of the supervisor/designee on the NCS Review Pathway-Pending Supervisor Approval report. Once a decision has been made:
E. Processing NCS Reduction
DSHS Staff Note: For information regarding communication between WorkFirst Staff please see “CSD Procedure Handbook - Processing WorkFirst Non-Compliance Sanction (NCS) Reductions and Cures”.
If the supervisor or designee approves the NCS reduction and the participant has received two continuous months of NCS without reduction:
F. Processing NCS Termination Referral
If a participant doesn’t have good cause following 10 months of NCS reduction:
G. Processing NCS Termination Supervisor Decision
The CSO Supervisor/designee routinely monitors the Clients Awaiting Sanction/Term Approval report in eJAS for participants newly referred for NCS Termination. When a participant is referred for NCS termination, the supervisor/designee:
H. Processing NCS Termination Actions-ACES 3G
DSHS Staff Note: For information regarding communication between WorkFirst Staff please see “CSD Procedure Handbook - Processing WorkFirst Non-Compliance Sanction (NCS) Reductions and Cures.”
If the supervisor or designee approves the NCS Termination:
I. Processing NCS Termination Actions - eJAS
Monitor the decision of the supervisor/designee on ‘CLMR - Clients in Sanction’ report. Once the ‘NCS Case Staffing - NCS Termination Supervisor Decision’ section of the NCS eJAS Tool has been completed, the participant has been approved or NCS Termination, and the participant’s case has been Terminated in ACES due to NCS:
For further information about processing non-compliance sanctions see:
Revised on: September 20, 2021
Legal References:
The Non-Compliance Sanction Policy section is divided into the following sub-sections:
This section includes:
Other Related Chapters
The non-compliance sanction policy is designed to provide numerous opportunities for participants to re-engage in appropriate WorkFirst activities and address any barriers to participation. For best results, WorkFirst staff should:
Once the non-compliance sanction is approved, the case stays in NCS without reduction for two (2) months, followed by NCS reduction status for ten (10) months, or until the sanction is waived or cured. WorkFirst staff must continue to work with the participant to re-engage in activities and cure the NCS.
WorkFirst staff must attempt to contact the participant a minimum of once a month until the NCS is waived, cured or the case closes. This contact may take the form of:
In circumstances where staff attempt contact by phone or by scheduled appointment, but aren't successful, the NCS Re-engagement Letter should be sent in that month to ensure the participant is informed of the option to re-engage in the program. Staff must document monthly NCS re-engagement using the eJAS 'Sanction Re-Engagement Contact' note type.
If a participant is actively engaged in WorkFirst activities to end their non-compliance sanction WFPS/WFSSS aren’t required to send a NCS re-engagement letter, however, are required to attempt a phone call each month to discuss community resources, successes, or potential barriers to required participation. An in-person conversation also satisfies the monthly contact requirement. These efforts must also be documented using the eJAS 'Sanction Re-Engagement Contact' note. If the re-engagement letter is created, the system populates the letter information on the 'Sanction Re-Engagement Contact' note.
The NCS Review Pathway Sanction Re-engagement section on the Caseload Management Report (CLMR) displays participants approved for NCS and tracks staff monthly re-engagement efforts.
If staff make contact with a participant, the WFPS/WFSSS must offer an opportunity to re-engage with WorkFirst activities and begin their NCS cure during the documented contact.
The re-engagement process when meeting with a participant:
If the participant agrees to a NCS cure plan, the participant must comply with their existing IRP requirements for four weeks (28 days) to cure the NCS.
Once the NCS penalty is approved, the participant must start and continue to do required WorkFirst activities, as outlined in their IRP, to cure the NCS. This is true even if the participant was approved for NCS for failure to provide information or for refusing to accept a job.
The length of time required to end a sanction is referred to as the "cure period". The cure period starts on the day the participant updates or completes their comprehensive evaluation and agrees to their IRP activities. To cure the NCS, the participant must participate for four weeks (28 days) in a row. After four weeks of satisfactory participation, the NCS penalty is removed the first of the following month.
If a participant reports a change of circumstance that prevents them from participating that hasn’t been previously reported, then, once verified, the NCS cure requirement may be waived. For participants receiving the NCS reduction penalty, it must be removed the first of the following month after the change of circumstances was reported.
If WorkFirst staff receive information that would warrant reversing the NCS decision, then the NCS must be removed back to the original date it was imposed. Each case should be reviewed for supplements as appropriate and must be issued following the established procedures in the EAZ Manual under "Benefit Errors: WAC 388-410-0040 Cash and food assistance underpayments."
Cure Requirement Exceptions
Waive the four-week cure requirement when the participant:
Example: A participant is in NCS for refusing to do job search. Below are two different scenarios with responses for each.
In this scenario, after the comprehensive evaluation is reviewed and updated, WorkFirst staff work with the participant to verify the circumstances, waive the four-week sanction cure requirement, and remove the NCS penalty the first of the following month.
In this scenario, the Pregnancy to Employment assessment is completed and there were no mandatory requirements. WorkFirst staff waive the four-week cure requirement and remove the sanction penalty the first of the following month.
If the participant doesn't re-engage in WorkFirst and cure their sanction after 10 months of NCS reduction, their cash assistance may be terminated after the supervisor approves the NCS termination.
The WFPS closes WorkFirst cash assistance by:
Staff must also make sure that the family receives other types of public assistance benefits they may qualify for, like Basic Food or Washington Apple Health. Encourage participants who file an administrative hearing and request continued benefits to re-apply and meet participation requirements in case they lose the hearing.
If an NCS reduction penalty goes beyond 10 months, input the appropriate "delay reason" code in ACES 3G.
When the participant agrees to engage in WorkFirst activities to cure their sanction, WorkFirst staff:
For further information about processing non-compliance sanctions see:
Note: If a participant re-applies, is determined financially eligible, and their case closed due to NCS Termination prior to July 1, 2021, TANF/SFA opens without any NCS penalty or cure requirement.
Legal References:
The Non-Compliance Sanction Policy section is divided in three separate sub-sections:
A participant may reapply for TANF cash assistance or State Family Assistance by filing a new application. Unless the participant is unable to participate, they must participate 4 weeks (28 days) in a row before they are approved for cash assistance. The participant receiving the NCS penalty may be eligible for CEAP while they meet the participation requirement (see Section 3.5.3.2.)
Participants closed for non-compliance sanction (NCS) may qualify for CEAP. They're eligible to apply for CEAP under the same rules as other applicants.
To determine eligibility and authorize benefits follow the CEAP eligibility and procedures described under WAC 388-436-0015.
If TANF/SFA is closing after ten months of NCS reduction and an application is received before the NCS termination date:
After the participant completes an interview and staff determines financial eligibility, the WorkFirst Program Specialist (WFPS) or WorkFirst Social Service Specialist (WFSSS) determines if they're able to participate.
When a participant applies after the NCS termination, the intake worker:
Once that decision is made, the ACES WorkFirst Participation - TANF Pending (85-06) letter is updated as needed. Once the participant is in pending status, they appear on the 'NCS Reapplicant report' on the Caseload Management Report. Only the participant who caused the termination appears on the report.
The participant must participate, if able, four weeks (28 consecutive days) in a row before they're eligible for cash benefits.
If the participant is able to participate, the WFPS/WFSSS:
If both participants in a 2-parent household refused to participate and caused their case to close, both participants need to meet the 28-day participation requirement. The application shouldn't be approved until both participants meet this requirement.
Day one of participation begins when the participant completes the Re-engagement appointment and their IRP. Excused absences count towards meeting the 28-day requirement. If TANF is closing at the end of the month due to NCS termination, participation in month 10 of NCS reduction should be credited towards meeting the 4-week participation requirement. WFPS/WFSSS must follow comprehensive evaluation and Pathway Development Tool (PDT) guidelines in WorkFirst Handbook 3.2.1 and 3.2.3.7 every time a participant reapplies for benefits.
After the comprehensive evaluation, any needed assessment, and Sanction Re-engagement interview is completed, the participant must be referred to other approved activities until the full 4 weeks (28 days) of participation is completed.
WorkFirst staff track when the four week participation requirement is met. TANF benefits start on the date the participant meets all other financial eligibility factors.
When an applicant has stopped participating, deny the application if there wasn't a good reason for interrupting participation. The applicant can contact WorkFirst staff if they want a reconsideration of the denied application.
Good cause may be established if the participant is determined unable to perform the required WorkFirst activities or if significant barriers outside their control prevented participation as described under WAC 388-310-1600(3). Good cause that may be considered include:
Non-participation because of unexcused absences isn't considered a good cause unless there is a significant circumstance outside the participant's control (such as family violence or hospitalization). This circumstance must suggest a good reason why the applicant stopped participation.
If the WFPS/WFSSS determines good cause exists, the excused days will count towards the participant's cure period. For example, a participant stops participating on March 7th, which is the 6th day of the 28-day period. On March 12th, it is determined that good reason exists and the participant will start to participate again on March 15th. March 15th is now day 14 of participation of the 28-day period.
If the WFPS/WFSSS decides that no participation is required and the participant meets an exemption criteria, approve the application if otherwise determined financially eligible.
When the applicant meets the participation requirement, remove the SA or SN code from eJAS and approve the application back to the date financial eligibility was met.
Follow the NCS process in section 3.5.1- Entering Non-Compliance Sanction (NCS); the participant has two months of NCS without reduction and ten months of NCS reduction to complete four consecutive weeks of participation or the case closes again for NCS.
Applicants who closed due to the NCS Termination penalty must meet with WFPS/WFSSS to develop an IRP to complete a 4-week (28 days) WorkFirst participation requirement. Once the participant’s NCS reapplication is in pending status, they appear on the 'NCS Reapplicant report' on the Caseload Management Report. Only the participant who caused the NCS termination appear on the report.
The WFPS:
For further information about processing NCS reapplications or Basic Food Work Requirements see:
Revised on: October 11, 2024
The Infant, Toddler, and Post-Partum Time Limit Extension (TLE) begins July 1, 2024.
WorkFirst staff will process the Infant/Toddler/Post-Partum TLE in eJAS for applicants/recipients as follows:
TANF time limit policy has two separate sub-sections:
Section 3.6.1 Time Limit Extensions describes how to make TANF/SFA time limit extension decisions. This section includes:
Section 3.6.2 – Time Limit Extension Reviews describes how to maintain an approved TANF time limit extension case.
Adults in the assistance unit can receive 60 months of Temporary Assistance for Needy Families (TANF) or State Family Assistance (SFA) in their lifetime. For adults who qualify for a TANF/SFA time limit hardship extension, cash assistance may extend past 60 months.
As of July 1, 2023, the 60-month time limit no longer applies to ineligible parents (SSI, disqualified or undocumented parent) during months they receive TANF/SFA for their children.
See EA-Z manual, TANF/SFA Time Limits and Indian Country Disregard for more details about:
ACES will send the Re-Certification letter (027-01) to an adult participant or an adult recipient when they reach 48 months of cash assistance. The letter includes information on the 60-month time limit and lists all months of TANF/SFA assistance received for each adult in the household, including Tribal TANF months received. Staff determines whether the adult recipient qualifies for a time limit hardship extension before they reach 60 months of TANF/SFA.
ACES uses the following definitions to track each adult’s months on TANF/SFA, list each countable month as an adult recipient month and indicate whether the case is closed or extended under the adult recipient:
An adult recipient is an adult who is receiving benefits in a TANF/SFA assistance unit. The adult recipient may be the parent or relative caregiver.
An ineligible parent is a non-recipient parent who is receiving a TANF/SFA grant only for their child(ren) due to citizenship or legal status, or receiving SSI income. Ineligible parents are not subject to the TANF time limit and are to be automatically approved for a TANF time limit extension by staff.
The TANF/SFA assistance unit (AU) closes once an adult recipient in the AU has 60 countable TANF/SFA months unless the adult qualifies for a time limit extension, or as the examples below provide, they meet the ineligible parent approval.
Examples of Ineligible Parent households:
An indicator appears in the eJAS demographic screen and the Time Limit Extension tool becomes available when an adult in the AU reaches 56 months of cash assistance.
An adult recipient appears on the CLMR in eJAS when they reach 58 months of TANF/SFA notifying the Case Manager they are nearing the 60-month time limit. Each parent in a two-parent household appears separately on the CLMR when they reach 58 months.
The Case Manager schedules an appointment with the adult recipient using the ACES Online General Appointment Letter (50-05) or eJAS appointment letter, to complete the time limit hardship extension review between month 58 and 60. Include in the letter:
"Our records show you've used [number] months of TANF/SFA. To receive more than 60 months of TANF/SFA, you must qualify for a time limit hardship extension. I need to meet with you on [date /time] to determine if you will qualify for a time limit extension and/or review your plans for supporting your family if your case closes. You may bring a person of your choosing to the appointment."
At this appointment, we'll discuss if you have changes or updates to the following:
We must have verification that you qualify for a time limit extension. Please bring any new verification with you. We can also help you get information that might allow us to approve an extension."
Give the adult recipient 10 calendar days of adequate notice for the scheduled appointment.
To complete the time limit extension appointment, parent may contact the Case Manager:
Note: An adult recipient can ask for a different appointment time if needed.
The Case manager documents when an adult recipient waives the 10-day notice and provide an eJAS appointment letter reflecting when the time limit extension hardship appointment occurred.
The entire assistance unit is ineligible for TANF/SFA when an adult recipient in the assistance unit receives 60 months of TANF/SFA, unless the adult recipient qualifies for a time limit hardship extension.
The entire assistance unit remains eligible for TANF/SFA if at least one parent has 60 months or more and qualifies for an extension.
A caregiver relative who doesn't live with the child’s parent and has 60 months or more of TANF/SFA may choose to receive a child-only grant as allowed under WAC 388-408-0025(2)(c). There are no time limits for child-only TANF cases.
An adult recipient may qualify for a time limit extension (See the Time Limit Hardship Extension chart) when the adult recipient:
Base the determinations for time limit extensions on whether the adult recipient meets the criteria for an extension. See the Time Limit Hardship Extensions Chart for more details about the extension categories, criteria, required documentation, participation requirements and review cycle.
Homeless TLE examples:
1. Rita was approved for a 6-month TLE due to experiencing homelessness. She participated with her local coordinated entry provider and obtained housing three months into her TLE. Rita reported to her Case Manager she established housing at the third month. Her Case Manager let her know she had three months remaining left in her extension, and at month 6, unless she meets another hardship TLE category, her grant will close.
2. Steven was approved for a TLE due to experiencing homelessness. At month 6, Steven was still unable to find housing. He met with his Case Manager and completed a new TLE review, where it was determined he had engaged in activities to work towards locating stable housing. Due to meeting the homeless TLE requirements, he now qualifies for an additional 6 months. A new IRP was developed with his Case Manager, which requires Steven to continue to participate in activities to secure stable housing.
Homeless TLE examples for households who are homeless or caring for a homeless child as defined by the McKinney-Vento Act:
Examples:
High Unemployment Rate TLE Approval Examples:
High Unemployment Rate TLE Denial Example:
TANF/SFA ends when an adult recipient no longer meets TANF/SFA eligibility criteria including TLE requirements, during their extension time period.
The adult recipient may be able to access free clinics, or, if the parent is already seeing a doctor, WorkFirst staff can purchase a report or a full medical exam.
Give the adult recipient the Missing Verification for Interview (0023-01) pend letter requesting medical evidence using the same timeframes used for all other time limit cases with the following text:
“You must provide documentation of your [or your child or adult relative’s] mental, physical, emotional or cognitive impairment and your ability to engage in work from a source such as one of the primary medical professionals or supplemental medical evidence described in WAC 388-447-0005.
Medical documentation must include:
The system uses the same medical evidence fee schedule as Aged, Blind and Disabled (ABD) program. See the Social Services Manual – Medical Evidence Requirements and Fee Schedule section for more information on how to process these payments.
When an adult recipient with 60 months of TANF/SFA declares family violence issues, WorkFirst staff:
Uses the same verification requirements as the Division of Child Support (DCS) Good Cause process to document the family violence. Verification may include one of the following:
Documents family violence information in the eJAS family violence note type (but not on any eJAS or ACES letters). Offers a referral to the on-site or community based family violence advocate.
The adult recipient may pursue the time limit extension without filing a DCS Good Cause claim. Encourages the adult recipient to request DCS Good Cause if establishing and/or collecting cash and/or medical support may result in serious physical or emotional harm to the child or adult recipient.
An adult recipient must follow a family violence service plan developed by a person trained in family violence services to be eligible for the family violence time limit extension. An on-site advocate or a trained Case Manager can create a family violence plan.
An adult recipient living with an abuser may be approved for a family violence time limit extension. Develop a family violence service plan the adult recipient can follow safely if living with the abuser. Connect the adult recipient to an on-site or local family violence advocate where appropriate for the family’s safety.
Family violence can also occur in a two-parent assistance unit. Use office protocol to interview parents separately (see WFHB 6.5.6). WorkFirst staff should omit any direct references to family or domestic violence in eJAS notes or the IRP for confidentiality.
An adult recipient can complete a family violence service plan with a family violence advocate whenever possible. They can also complete a temporary service plan requiring a service plan within 30 days of creating a temporary plan (up to 90 days with a supervisor approval). A Case Manager trained in family violence can complete the plan if the adult recipient parent does not want to complete a plan with a family violence advocate. The family violence service plan must be listed in the IRP as a condition of remaining eligible for a family violence time limit extension.
Creates a reasonable and safe plan for adult recipients, drawing on locally available resources. Documents the adult recipient's family violence plan in eJAS family violence case notes.
See the Social Services manual, Good Cause chapter, and the WorkFirst Handbook, Section 6.5, Family Violence, for more information about DCS Good Cause verification requirements and family violence.
Contact the Department of Children, Youth and Families (DCYF) to determine if the family has an open child welfare case and work collaboratively with them to address the family needs from both the child welfare system and the WorkFirst program. For a family who may have an open tribal child welfare case, send the adult recipient parent’s name and eJAS ID to WorkFirst program managers Sarah Mintzer with a cc to Sarah Garcia to determine eligibility for a TLE.
Approve an adult recipient parent for a child in dependency TLE if:
Document in eJAS any DCYF/tribal child welfare court ordered dependency considerations or actions and the actions taken on case including forwarding tribal child welfare cases to WorkFirst Program Managers noted above.
DCYF or tribal child welfare involved families may be required to do counseling or treatment activities to help keep their families together. Add these activities as WorkFirst participation requirements appropriately.
Involve DCYF or tribal child welfare in case staffing, assessments, and any intensive work with the family during a child dependency TLE to create joint plans that will meet the family’s needs.
WorkFirst staff determines if the adult recipient qualifies for a time limit hardship extension. WorkFirst staff are approved to authorize WorkFirst support services per WAC 388-310-0800(1)(a).
Prior to the TLE appointment, review the case for evidence of potential eligibility for an extension and identify:
Determines TLE eligibility during the appointment by:
When reviewing the adult recipient's medical evidence, if it doesn't meet the WorkFirst severity and duration requirements, refer adult recipient parent to the TLE disability evaluation process using the Disability Determination section of the Social Services Manual.
For each adult recipient, the eJAS time limit extension tool must be completed. Please see 3.6.1.16 Time Limit Extension Decisions- Step-by-step guide for complete process.
When an adult recipient doesn't meet the criteria for an extension, generate a TLE denial letter after completing the eJAS tool. Add the appropriate text to the time limit denial letter using the eJAS template text or as shown on the Time Limit Hardship Extensions Chart describing the evidence the WorkFirst staff took into consideration when making the TLE decision. Notify the adult recipient parent if they only meet some of the criteria needed to qualify. Save the eJAS denial letter or print for translation, if needed. Don’t mail the letter until the adult recipient reaches 60 months of TANF/SFA assistance to ensure the worker mails the eJAS and ACES letters are mailed at the same time.
When an adult recipient qualifies for an extension, eJAS automatically enters the TLE code(s) 4-11 in the TLE tool. When an adult recipient qualifies for more than one time limit extension, ACES automatically allows the longest extension. When both parents in a two-parent TANF/SFA assistance unit have 60 months or more and one is approved for an extension while the other is denied, approval overrides the denial in ACES and TANF/SFA remains open for the entire AU. The ACES notice reflects the information for the approved TLE.
Enter the TLE decision into eJAS before the end of an adult recipient’s 60 months, whenever possible, to avoid overpayments. ACES generates a 10-day notice letter in month 60 to close or extend TANF/SFA assistance based on the time limit extension decision. See 3.6.1.11, How do I send the time limit decision notices to the adult recipient, for additional processing instructions.
When an adult recipient doesn't qualify for a TLE, provide the following information regarding additional support to the family:
If necessary, explain the process for obtaining additional medical or other needed evidence.
Add explanatory text to the eJAS TLE decision letter when there isn't enough evidence to qualify for a time limit extension. View the Time Limit Hardship Extensions Chart.
If the adult recipient doesn't qualify for an extension, eJAS passes information to ACES on a real-time basis and enters the extension reason 13 in ACES. Cases close once reason 13 in eJAS is populated in ACES and the parent has reached 60-months.
ACES generates a 10-day notice to close the case by the end of the 60th month and an extension denial is entered into the eJAS TLE tool. See 3.6.1.11, How do I send the time limit decision notices to the adult recipient, for additional processing instructions.
Process and send out English ACES and eJAS denial notices in one envelope. Approved time limit extension require no action. ACES generates and, as needed, translates the approval notices.
Translated TLE denial letters require the following action:
An adult recipient may request an administrative hearing if they receive 60 months of TANF/SFA and their case terminates, or they don’t agree with the months used towards their 60-month lifetime limit.
When an adult recipient is eligible for continued benefits per the EAZ manual, Fair Hearing- Pending Continued Benefits, the Administrative Hearing Coordinator notifies the Case Manager to approve an administrative hearing (#12) TLE in the eJAS TLE tool. Use the first month the case will remain open pending an administrative hearing decision as the start date in the eJAS tool, approve the extension in three-month increments and reinstate the case. ACES keeps the case open and sends a notice.
The Administrative Hearing Coordinator conducts the hearing and finalizes the decision, processing the case per the EAZ Manual, Fair Hearing-The Decision.
"You requested an administrative hearing on [date] to contest [your TANF months/TANF time limit extension denial]. We continued TANF benefits on your case pending an administrative hearing decision. The Department's action was upheld on [date] and you no longer qualify for TANF continued benefits. WAC 388-418-0020 and 388-458-0040."
An adult recipient's circumstances may change or the adult recipient may be able to provide more evidence of time limit extension eligibility. Examples could include the following; a medical condition may worsen, they may disclose family violence, they may become homeless, or they may increase their hours at work.
When an adult recipient doesn't qualify for a TLE and offers more or new evidence before we close their case:
Once the new evidence is received, re-determine eligibility for a TLE. If the parent fails to provide the requested information by the date on the IRP or a Missing Verification for Interview (0023-01) pend letter, review the case and determine eligibility based on the information in the adult recipient’s case record.
Use the eJAS TLE tool to document the decision. Translate the eJAS TLE decision letter as needed, adding any needed details per the eJAS time limit denial letter template or the Time Limit Hardship Extension Chart, if the adult recipient remains ineligible.
An adult recipient may choose to reapply for benefits before their TANF case closes due to time limits. WorkFirst staff obtains necessary information for TANF or Pregnant Women Assistance (PWA) eligibility immediately.
Further steps are taken by the WorkFirst staff below:
See WFHB section 6.2.7 Assessment Step-by-step for next steps for the WorkFirst staff to assess the PWA applicant if approved for PWA cash assistance.
An applicant may reapply at any time for cash assistance after termination of benefits due to time limits, including when they have new evidence or a change of circumstance (e.g., a new, serious medical condition) that may qualify them for a time limit extension.
All needy applicants at or over 60 months of TANF/SFA cash assistance must have a Time Limit Extension (TLE) review completed by WorkFirst staff. TLE reviews for TANF applicants require a number of communications between Case Managers and financial staff, see CSD Procedure Handbook "Processing a Request for TANF Cash when Household Exceeds 60 months," for additional details on the procedure of completing the TLE. The goal is to help the applicant explore their needs and if eligible for a TLE, extend their aid.
If the applicant states they believe they meet TLE criteria, WorkFirst staff would explore the applicant's needs and complete the TLE tool in eJAS. WorkFirst staff need to reference the Time Limit Hardship Extensions Chart to determine if the applicant meets any of the TLE criteria- include all that apply to the applicant.
Disability Determination:
Kai is over their 60 months and reapplies for TANF/SFA due to losing their job. Kai stated they have a disability that keeps them from participating in employment related activities and needs care from family members to complete daily activities of living. Kai is finding challenges getting into a provider and doesn't have objective medical evidence at this time. Kai has been out of work now for over 6 months and has exhausted their unemployment benefits. Kai believes their medical condition is a disability. The Case Manager looks in the ECR and doesn't find objective medical evidence. Kai doesn't have an established provider. The Case Manager refers Kai to the Disability Specialist to complete the Disability Determination through the Sequential Evaluation process (SEP process,) to determine if Kai meets the "Disabled Adult" TLE criteria. The Disability Specialist will complete the SEP process and communicate back to the Case Manager the determination. See CSD Procedure Handbook, "Processing a Request for TANF Cash when Household Exceeds 60 months" for steps to complete this process.
Infant, Toddler, or Post-Partum:
Kate is reapplying for TANF cash assistance and she has already used 60 months of assistance. Kate just had a baby a week ago, can't return to employment and doesn't have any medical leave from her place of employment. Kate reports she meets no other TLE criteria, she has exhausted her IE/TE days, and will return to work after her post-partum weeks have ended. Kate is approved for a post-partum TLE until her 12 weeks are exhausted.
Family violence & Homeless:
May is applying for TANF cash assistance and has exhausted their 60 months. They have been in an on and off again relationship with a partner, not the father of the child. May needs to see a family violence advocate to discuss family violence services now that they have left the home they shared with their abuser. May and their child are homeless, living in their car and need resources and connection to their local Coordinated Entry provider in their county. Due to the CSO not having an onsite Family Violence Advocate, a Case Manager completes a family violence service plan (FVSP) with May to connect with an advocate within 90 days to develop a more concrete FVSP. May develops an IRP with the Case Manager to connect with a Family Violence Advocate and connect with their local Coordinated Entry provider for housing needs. The Case Manager approves the family Violence TLE category.
At the TLE meeting with an adult applicant, WorkFirst staff completes the following actions:
To review TLE denial decisions, the supervisor or designee:
If the supervisor/designee agrees with the TLE denial decision they:
1. In the TLE Decision section, within the eJAS TLE tool, reviews and checks all of the boxes below in agreement:
2. Adds notes in the "comments" section at the bottom of the tool, stating the TLE has been reviewed and they agree with the TLE denial, resulting in denial of benefits.
If the supervisor/designee agrees with the TLE denial, the Case Manager:
Note: The letter must be printed from the TLE tool and sent to the adult parent to deny the TLE. Printing prompts the systems to deny the benefits.
If the Case Manager does any of the following actions:
The letter will not print and a decision will generate regardless, denying TANF/SFA for No Extension without proper notice.
See CSD Procedure Handbook "Processing a Request for TANF Cash when Household Exceeds 60 months," for additional details on the procedure to complete the TLE.
If the supervisor/designee disagrees with the TLE denial, the supervisor/designee:
In the TLE Decision Section in eJAS, within the TLE tool, reviews and checks applicable boxes:
If the supervisor/designee disagrees with the TLE denial, the Case Manager:
See CSD Procedure Handbook "Processing a Request for TANF Cash when Household Exceeds 60 months," for additional details.
After the TLE interview/appointment, if the applicant shares with WorkFirst staff they have a health issue(s) that interferes with their ability to do work related activities, WorkFirst staff follow the CSD procedure "Processing a Request for TANF cash When Household Exceeds 60 Months," section (e) When the Case Planner can't determine that the TLE can be approved or denied.
If an applicant shares they have a health issue(s) that interferes with their ability to do work related activities during the TLE interview, the Case Manager:
When receiving a Barcode tickle for Time Limit Extension Denial Letter needing translation, the Case Manager:
Refers to the ACES processing Procedure "Processing a Request for TANF Cash when Household Exceeds 60 month," for additional information.
Revised on: October 11, 2024
The Infant, Toddler, and Post-Partum Time Limit Extension (TLE) begins July 1, 2024.
WorkFirst staff will process the Infant/Toddler/Post-Partum TLE in eJAS for applicants and recipients as follows:
The Ineligible Parent Hardship Time Limit Extension (TLE) approval process continues as follows:
Legal References:
The TANF time limit policy is divided in two separate sub-sections:
Section 3.6.1 – Time Limit Extensions describes how to make TANF/SFA time limit extension decisions.
Section 3.6.2 - Time Limit Extension Reviews how to maintain the case once a TANF time limit extension is approved. This section includes:
An adult recipient’s circumstances may change once they are approved for a time limit extension. If this occurs WorkFirst staff:
Example: An adult recipient is approved for a disability and an SSI extension. Then the adult recipient is no longer required to pursue SSI, WorkFirst staff would complete the eJAS tool to re-approve the disability time limit extension only. Since the adult recipient is still eligible for an extension, there is no need to create an eJAS denial letter for the closed SSI related extension.
Example: WorkFirst staff are notified that the adult recipient’s employment hours have changed and dropped below 32 hours per week. WorkFirst staff first check to see if the adult recipient already meets any other extension criteria. If not, WorkFirst staff would schedule the adult recipient for a new TLE review appointment. If at the new TLE appointment, the adult recipient doesn’t meet any other extension criteria, the WorkFirst staff would deny the TLE.
Adult recipients with an approved time limit extension must participate in WorkFirst activities required in their IRP. TLE categories that fall under the sanction process, if the participant stops engaging in their required activity, under WAC 388‑310‑1600, are included below:
See the next section for information on time limit extensions for those approved for a TLE based on the following criteria and the participant ends up not engaging in required WorkFirst activities:
See the following resources for additional information:
To qualify for a family violence time limit extension, the adult recipient must participate in activities needed to address the family violence issues according to a service plan developed by a person trained in family violence. When the person stops following their family violence service plan, and refuses to participate, the person would no longer qualify for the extension.
When a Case Manager is notified that the participant is not participating in their family violence service plan the Case Manager:
If the adult recipient is closed for no time limit extension, later reapplies and now agrees to participate in their family violence plan or activities to obtain stable housing, the extension can be re-approved. Adult recipients’ cases are reviewed to determine if they need to participate for 28 days and cure their sanction.
To qualify for a homeless time limit extension, the adult recipient must participate in activities to achieve stable housing. These activities must be developed in coordination with a housing provider or other available resources. The adult recipient must comply with a housing plan, completed by a housing provider, if available. If the adult recipient parent stops participating with their IRP requirements, they will no longer qualify for the homeless extension.
When a Case Manager is notified that the participant stopped participating in activities to achieve stable housing the Case Manager:
If the adult recipient is closed for no time limit extension, later reapplies and now agrees to participate in their housing plan, the extension can be re-approved. Adult recipient's cases are reviewed to determine if they need to participate for 28 days and cure their sanction in order to receive a full grant.
If the case closes for no time limit extension (229 exceeds the time limit) and the non-compliance sanction (252 NCS process) in the same month, the NCS case closure overrides the time limit case closure in ACES and the adult will be required to participate for four weeks, if able, before TANF can be approved.
To qualify for the Infant, Toddler, or Post-Partum time limit extension, the applicant/recipient must have:
The recipient must complete a pregnancy to employment assessment with a Case Manager. If during the assessment the Case Manager recommends the recipient is required to participate in a substance use assessment/counseling and/or a mental health assessment/counseling, the recipient must follow through with those mandatory activities. If the adult recipient stops participating with their required IRP activities, they will no longer qualify for the Infant, Toddler, and Post-Partum time limit extension.
If a Case Manager is notified that a participant has stopped participating in required substance use or mental health counseling while in the Infant, Toddler, or Post-Partum time limit extension, the Case Manager:
If an adult recipient closed for no time limit extension, later reapplies and agrees to participate in their required activities, the extension can be re-approved. Adult recipient's cases are reviewed to determine if they need to participate for 28 days and cure their sanction in order to receive a full grant.
Cases with an approved time limit extension (TLE) appear on the CLMR two months before the current extension is slated to end. Case Managers begin the review process as quickly as possible as it may take some time for the adult recipient to provide updated evidence, such as medical evidence for themselves or a disabled family member.
The Case Manager, based on a family's circumstances:
Prior to a TLE Review appointment:
At the TLE review appointment with the adult recipient, the Case Manager:
To review, TLE denial decisions, the supervisor or designee:
If the supervisor/designee agrees with the TLE denial decision they:
1. In the TLE Decision section of the eJAS TLE tool, reviews and check all of the boxes below in agreement:
2. Adds notes in the "comments" section at the bottom of the tool, stating the TLE has been reviewed and they agree with the TLE denial, resulting in termination of benefits.
3. Selects the "agree" button and "ok" on the pop-up that follows. When 'ok' is selected the case appears on the CLMR section #2- TLE No Extension Report for the Case Manager to complete the final actions on the case.
If the supervisor/designee agrees with the TLE denial, the Case Manager:
If the Case Manager does any of the following actions:
The letter will not print and a decision will generate regardless, denying TANF/SFA for No Extension without proper notice.
See CSD Procedure Handbook "Processing a Request for TANF Cash when Household Exceeds 60 months," for additional details to complete the TLE.
If the supervisor/designee disagrees with the denial, the supervisor/designee:
If the supervisor/designee disagrees with the TLE denial the the Case Manager:
See CSD Procedure Handbook "Processing a Request for TANF Cash when Household Exceeds 60 months," for additional details.
Note: The supervisor/designee's decision reason is indicated by the unchecked boxes in the eJAS TLE tool, stating what was missed in the TLE review process. For example, if the following boxes were left unchecked, they need to be followed up on by the Case Manager:
During or after the TLE review appointment, if the recipient shares they have a health issue(s) that interferes with their ability to do work related activities, the Case Manager:
If the adult recipient stops participating as required, the Case Manager:
When the current time limit extension is due to expire, the Case Manager:
After the TLE review appointment, if the recipient shares they have a health issue(s) that interferes with their ability to do work related activities, WorkFirst staff follow CSD Procedure "Processing a Request for TANF Cash when Household Exceeds 60 months."
The Federal Participation Requirements section includes:
Revised February 27, 2018
The federal Deficit Reduction Act of 2005 (DRA) requires States to report actual hours of participation and be able to show that all reported activities were countable, supervised, documented and verified according to federal specifications. States also face new federal restrictions on the types of activities we can count towards participation.
States must also have a system of internal controls in place by October 1, 2007 to ensure they accurately report participation data to the federal government. Washington's system of internal controls, WorkFirst Quality Assurance, is described in section 3.7.3.
This section describes the federal participation verification requirements, when they apply and the Work Verification Plan.
While there are many factors in determining the Work Participation Rate (WPR), the table below shows the basic federal work participation requirements for individual work participation.
Work-Eligible TANF Recipients |
Federal Work Participation Requirements |
---|---|
1. Each participant unless they meet the criteria in #2-6 in this chart |
30 hrs/wk with 20 hrs/core |
2. Recipient parents in a two-parent household who qualify for the two-parent options (see 1.2.3) |
Combined hours of both parents 35 hrs/wk with 3o hrs/core |
3. Single parent/caregiver with a child under 6 |
20 hrs/wk core |
4. Participants claiming the Infant Exemption or who are pregnant in 3rd trimester |
None *Exempt when child is less than one year old if they haven’t used 365 days in their lifetime. |
5. Teen head of households (age 18 or 19 years of age) that don’t have a High School Diploma or GED |
Maintaining satisfactory attendance in a secondary school or the equivalent. |
6. Unmarried pregnant or parenting minors (age 17 and younger); except between infant’s birth and turning 12 weeks old |
Maintaining satisfactory attendance in a secondary school or the equivalent |
Please see section 1.2 for state work requirements.
We monitor all participation to make sure parents are following their Individual Responsibility Plan and getting the services and activities they need to progress. Under the new federal rules, however, we will need to take additional steps for unpaid core and non-core activities to document and report that the parent participated as required.
The chart below shows the additional federal requirements for unpaid core and non-core activities.
These requirements don't apply to paid core activities: employment, self-employment, Community Jobs, Career Jump, on-the-job training, WIA paid WEX (coded as PT or FT in eJAS) and work study. The hours of paid core activities will be collected using ACES data and verified as required under the WorkFirst eligibility rules. The average weekly hours of employment will be calculated in ACES and displayed in eJAS so every WorkFirst partner will know how many employment hours we are reporting to the federal government.
Requirements for All WorkFirst Activities |
Additional Federal Requirements for Unpaid Core and Non-core Activities |
---|---|
Set IRP requirements and record the scheduled hours of participation on the eJAS component code screen. | Document, then report, how many of the scheduled hours the parent actually participated each month. |
Providers/partners monitor participation. | Providers/partners must document actual hours of participation in a State-approved format on a regular basis and be able to produce the documentation upon request. |
Don't count non-job search travel time as participation. | |
Activity/Job Search Logs document on and off-site job search activities. | |
Providers/partners confirm the parent participated each month no later than the 10th of the following month. | Providers/partners report actual hours of participation in eJAS (including non-contracted activities). |
Providers/partners excuse absences if the parent is unable to attend scheduled activities. | Providers with eJAS access must document and report hours of excused absence. |
Providers/partners report unexcused absences immediately. | Providers with eJAS access must also report hours of unexcused absence. |
Parents aren't asked to make up hours missed due to absences. | Parents are asked to make up missed hours, as possible, by the end of the month. |
Each contractor or partner documents and reports participation for the activities they directly provide. Partners must obtain documentation and do the eJAS reporting for non-contracted activities as follows:
DSHS staff will use the eJAS WorkFirst participation verification form to document participation in non-contracted activities. These forms will not collect information about absences and school breaks, so eJAS reporting in these areas are not required.
DRA only allows States to report documented, actual hours of participation. At the same time, DRA created other rules to compensate for the "actual hour" rules. For example, since FLSA limits how many hours of community service and work experience States can require, DRA allows States to "deem" a parent's core activity requirement met as long as s/he participates the maximum allowable hours.
DRA also allows States to count excused absences and holidays as participation. WorkFirst will claim the following absences and holidays towards participation:
DRA limits the number of excused absences we can count towards participation to 10 a year, with no more than 2 absences in any given month. Many parents will likely need more excused absences than this over the course of the year.
For excused absences step-by-step, please refer to Monitoring Participation - Step by Step Guide.
We treat excused and unexcused absences differently. With excused absences, the determination we need to make is whether the parent is in the right activity and whether we need to negotiate a new activity. For unexcused absences, we need to follow the current good cause process to determine the reason the parent is not participating, while ensuring the parent has the opportunity to reengage quickly.
In either case, after 2 absences, the WorkFirst partner/provider (excluding ESD) will send an immediate notification to the case worker. ESD will contact the WFPS (either by phone, email, etc) and document the contact.
For Excused Absences, the WorkFirst partner/provider will then:
This allows the parent to remain in the activity while the service provider, case manager and parent have an opportunity to discuss if participation in this activity is appropriate. This is also consistent with current policy to have continuing conversations with parents and service providers to ensure parents are engaged in appropriate activities.
For Unexcused Absences, the WorkFirst partner/provider will then:
This allows the parent to remain in the activity while the service provider, case manager and parent, when possible, have an opportunity to discuss whether participation in this activity is appropriate.
If it is decided that the activity is not appropriate for the parent, the WorkFirst partner/provider will refer the parent back to DSHS.
The Case Manager will:
Note: Immediate notification allows the activity to remain open and appointments to be rescheduled while notifying the case manager of the presenting issue that is being addressed.
For how to treat excused and unexcused absences step-by-step, please refer to section 3.7.2.8 - Monitoring Participation, Step-by-Step Guide.
For more information on how ESD treats excused and unexcused absences, please refer to section 4.1.5 - What are participation requirements? Or section 4.1.11 Career Scope Services Step-by-Step Guide.
DRA requires each state to submit a Work Verification Plan describing how the State will comply with federal participation verification requirements. The plan must be approved by the federal government and amended, as needed, to reflect changes in our participation verification procedures and rules.
Washington State's Work Verification Plan describes:
Federal auditors will read to the WorkFirst Work Verification Plan to determine if we are out of compliance with federal participation verification requirements. Failure to comply with our approved plan results in an up to five percent reduction in our federal block grant.
Revised on: September 20, 2021
The Documenting and Reporting Participation section includes:
When we refer to "monitoring participation", we are talking about a monitoring and reporting system that makes sure WorkFirst participants are actively doing required activities. Monitoring participants in their WorkFirst activities is a key element in ensuring strengthened accountability.
WorkFirst participants benefit from this strengthened accountability because it will help them model the type of behavior that is required by employers. Close monitoring, and learning to come in or call in to scheduled activities, will help participants build transferable skills for the workplace.
As we monitor participation, partner agencies, contractors and non-contracted service providers will be following the same basic guidelines to report attendance, participation and progress for WorkFirst participants:
All partners and contractors must report whether a participant is participating and progressing satisfactorily each month, as follows:
Satisfactory participation means the participant is actively involved in doing the required activities. Satisfactory progress means that the participant is making gains, learning new skills, and becoming more employable.
The WFPS and WFSSS also access eJAS ad-hoc, the Client Accountability Report (CAR) and the Caseload Management Report (CLMR) each day to track whether a participant has had an unexcused absence or has been referred back via eJAS.
WFPSs or WFSSSs monitors participation on a regular and consistent basis. If the participant is working with a contractor or partner agency, participation and progress reporting occurs electronically through eJAS. If the participant is working with a non-contracted service provider, the participation and progress information from the eJAS WorkFirst participation verification form is be input into eJAS by the WFPS or WFSSS by the 15 th of each month for the previous month's activity.
You can find information about how partners document and report participation in the Employment Services, WorkFirst Training, LEP Pathways, Supported Work and Community Jobs sections. The remainder of this section describes how to document and report participation in contracted and non-contracted services.
We must document excused absences and actual hours of participation for unpaid core and non-core activities. Under federal rules, we must obtain written documentation in a State-approved format, such as time sheets or attendance records, to verify the specific hours of attendance by each participant in scheduled activities. Non-contracted providers must document participation by filling out an eJAS WorkFirst participation verification each form each month.
Partners and contractors must also document their approval of excused absences in eJAS notes. The eJAS note should describe why the participant was unable to attend his or her scheduled activity, the date of absence and the hours absent.
The eJAS notes, time sheets, attendance records and eJAS forms become the source documents for participation reporting in eJAS. In addition, documentation must be held by the provider, contractor or partner agency for at least 30 months so it is available for state or federal audits.
eJAS Note Redaction Procedure
If a note has been entered in eJAS in error, or in an inappropriate note type, the note must be redacted.
Examples:
eJAS note Redaction Step by Step
The service provider documents the participants' attendance in the program and report any unexcused absences within one business day to the WFPS or WFSSS via eJAS. The WFPS or WFSSS starts the good cause determination and starts the sanction process, if appropriate, when a participant exceeds the allowable limit for unexcused absences.
By the 10th of each month, contractors must report to the WFPS or WFSSS, via eJAS, to confirm the participant's progress (when required) and participation for the previous month's unpaid core or non-core activity. Participation for community jobs, career jump, on-the-job training and work study participation is collected from ACES earnings data.
Specifically, the contractor reports:
For excused absences, contractors and partners report regularly scheduled hours missed due to excused absences, listing the date of the absence and the number of hours missed on that date. If the participant only misses part of a day, enter actual hours and excused absence hours separately in eJAS. For example, a participant is scheduled to participate for 7 hours on the 12th, but gets an excused absence for 3 hours in the afternoon for a doctor's appointment. Enter 4 actual hours of participation and 3 excused absence hours for the 12th into eJAS.
For holidays, contractors report regularly scheduled hours missed due to state holidays. Holiday hours should reflect but not exceed an average of the daily hours the participant is scheduled for an activity.
For example, a participant is scheduled to participate 5 hours per day on Mondays, Wednesdays and Fridays. Everyone is given 2 days off for the Thanksgiving holiday. When reporting participation for this participant:
Contractors ask participants to make up absences if possible. Any makeup time should be reflected in the contractor's documentation and entered into eJAS under actual hours of participation.
The WFPS or WFSSS receive an e-message from the contractor when an participant has an unexcused absence or is referred back electronically. When this happens:
Contracted providers are required to report unexcused absences immediately and participation/progress monthly. WorkFirst partner agencies make sure that their contractors are reporting each month, and can withhold payment if this requirement is not met.
We may refer participants to non-contracted services, such as free basic education, doctors, or various types of services from non-profit agencies. Since these providers don't have eJAS access, the WFPS or WFSSS must manually monitor participation for these cases. For unpaid core or non-core activities, the WFPS or WFSSS must also enter documented actual hours of participation into eJAS.
A standard WorkFirst Participation Verification Form is available in eJAS for these cases. This form is the tool to be used by the WFPS or WFSSS to document the participant's progress and participation in their WorkFirst activities. The form collects information about actual hours of participation but not ask for information about absences. For unpaid core or non-core activities, use DMS to store the form so this documentation can be made available to state and federal auditors.
The WFPSs or WFSSSs print the form from eJAS and give or mail the form to the participant. Add to the participant 's IRP that it is the participant's responsibility to have the service provider complete the form and return the form to the WFPS or WFSSS by the 5th of the month. The WFPS/WFSSS enters the WorkFirst participation information into eJAS by the 15th of each month for the previous month's activity.
The WFPS or WFSSS must ensure these forms are turned in each month. When these cases are set up, open the component code for 30 days if it is not a core or non-core activity. The IRP end date should be the anticipated end date of the entire activity. The IRP is not required to have the end date of the activity coincide with the date of the 30-day review. For not countable activities, eJAS reports will alert you that a monthly participation report is due based upon the end date of the component code. Core and non-core activities will appear on the WFPS or WFSSS Multiple Client Monthly Participation eJAS screen.
For non-countable activities, if the report confirms the participant is making progress, update the component code for another 30 days. The IRP must have the actual start and end date for the non-contracted activity so we can track how long the activity is supposed to last.
If the participant has a medical deferment, with written documentation from a medical provider that indicates the participant is unable to perform any activities or attend any appointments for a length of time greater than 30 days, the participant isn't required to provide the monthly reviews to the WFPS or WFSSS.
Examples:
If the WorkFirst Participation Verification Form is unclear or is missing necessary information to confirm the participation is occurring, the WFPS or WFSSS contacts the non-contracted service provider to verify the information (documenting the contact's name, title, phone number and date of contact). For countable core or non-core activities, enter zero hours into eJAS if you cannot obtain actual participation hour documentation from the provider.
WorkFirst participants who are engaged in issue resolution as their WorkFirst participation must have the participant's participation reviewed every 30 days.
When an participant is receiving services from a contracted provider, the WFPS or WFSSS receives the monthly report electronically via eJAS. If the participant is in a countable X code, they appear on the WFPS or WFSSS multiple client monthly participation eJAS screen. These participants may have the "X" component code with an end date of greater than 30 days, because the reporting occurs through eJAS.
Participants who are in "X" component codes and receiving non-countable services from a non-contracted service provider must have the component code for a maximum of 30 days, the end date of the activity is used as the tickler to ensure the WorkFirst Participation Verification form has been received.
The WorkFirst partner or contractor:
Upon 2 excused or unexcused absences, sends an immediate notify via eJAS to the WFPS.
ESD:
Upon 2 excused or unexcused absences, contacts the participant , if possible, and the case manager as part of the Continuous Activity Planning (CAP) process to determine whether the activity is appropriate for the participant and discuss next steps.
Excused Absence
Upon receipt of the immediate notification or contact from ESD, the WFPS:
Unexcused Absence
Upon receipt of the immediate notification or contact from ESD, the WFPS:
If it is identified that the appropriate next step would be to refer the client back, then the component can be closed (ESD will close the component and refer the participant back). The WFPS:
The WorkFirst Quality Assurance section includes:
The federal Deficit Reduction Act of 2005 (DRA) requires States to accurately report actual hours of WorkFirst participation. States must also establish a system of internal controls to make sure they find and fix any systematic errors in the participation data they report to the federal government.
The federal government will do its own audits as well. States that are found substantially out of compliance with meeting federal participation verification requirements may lose up to five percent of their federal block grant.
WorkFirst Quality Assurance is a partnership effort to examine how well we are doing with implementing WorkFirst Forward and to create joint plans for any needed corrective action. The primary elements of WorkFirst Quality Assurance are:
The WorkFirst partnership will also use contract monitoring, staff training and local planning area coordination meetings to identify and address areas that could lead to federal errors.
Data accuracy initiatives will assess whether the data we report to the federal government is free of data input errors and omissions. The goal is to improve WorkFirst data accuracy and eliminate factors that generate errors. This proactive approach will result in fewer errors, reduce re-work and preserve federal funding.
Data accuracy initiatives will likely change over time as we review cases and identify root causes of errors. The overall strategy includes:
The federal government already reviews the WorkFirst data we send them and lets us know when they find possible errors. Examples of the errors they find are incorrect marital status or parents in sanction with no grant reduction. WorkFirst Quality Assurance has set a process in place to handle these potential errors before we submit data to reduce our risk of federal penalties. This process will:
The DSHS Office of Quality Assurance will draw a statistically valid sample of WorkFirst cases each month and work with the WorkFirst partnership to conduct case reviews. Each WorkFirst partner who provided an activity to the family will be on point to provide supporting documentation on the case.
WorkFirst Quality Assurance case record reviews will identify areas that, if left unaddressed, will lead to federal discrepancies. Key elements of the reviews include:
The case record review will also look at how well we are doing with meeting WorkFirst participation requirements. Not every parent is able to participate full-time all the time, but we do want to make sure staff understand how to stack activities correctly. We also want to determine causes and solutions when parents' actual participation does not match their scheduled hours of participation.
The WorkFirst Participation Review Committee (PRC) meets monthly to review potential problem cases from the case reviews. The idea behind the PRC is that bringing together the combined expertise of partners will help identify ways in which discrepancies may be reduced.
The PRC committee will:
The PRC will distribute case record review findings prior to each meeting. Representatives from each WorkFirst partner agency will attend the meetings, as well as information technology staff.
(Time-limited core)
Revised on: June 7, 2024
Legal references:
The Employment Services- Career Scope/Work Search section includes:
Career Scope is a four-phased WorkFirst job search, employment services, and career development pathway. Participants receive support with the completion of essential employment portfolio assets. Career Scope provides the following support to participants:
Phase 1: Orientation and Assessment
Phase 2: Asset Development
Phase 3: Employment Pathways
Phase 4: Post TANF/Employment Services
How long do Career Scope services last?
Being prepared to participate in Career Scope is defined as being "work ready."
Participants referred to Career Scope services should have the following:
Participants referred to Career Scope should:
Report into the Career Scope Coach on scheduled attendance days as set by the Career Scope Coach in person, by phone, or by email.
WorkFirst Staff adds ESD Career Scope activities in the participant's IRP, using the RI referral code with the number of hours they agreed to participate in Job Search.
Note: The end date of the RI referral code is either the day of the appointment with ESD, or seven days, whichever comes first.
Job Search Components are as follows:
Career Scope Services- On-the-Job training code:
Career Scope Services- ESD Work Experience code:
Career Scope Services- Skills Enhancement Training code:
During one-on-one meetings with participants, the Career Scope Coach:
Life skills training, as part of Career Scope prepares participants to meet the demands of everyday life and employment, but may not address all family barriers. Programs are locally designed and operated to maximize availability resources to best serve participants within their community. Life skills training is provided by Employment Security Department, local community colleges, or other community organizations including Community Jobs contractors.
Life Skills modules offered by ESD is titled Strategies for Success.
Life skills training is included in JS hours, attendance is documented on the participant's Activity Log.
Life skills training is available for one week, or 30 hours, and participants enter training near the beginning of job preparation activities as part of employment services. Services already provided in Career Scope, such as resume writing, or basic education skills are not duplicated in life skills training.
Life Skills topics include, but are not limited to:
For independent Life Skills training refer to section 7.3.6 What is Independent Life Skills Training?
Actual hours of participation are when participants start and end their Career Scope activities each day. Starting and ending Career Scope activities each day is defined as:
Career Scope starts each day when the participant begins their first work search activity, examples below:
Career Scope ends each day when the participant ends their last work search activity, for example:
Career Scope Coaches are responsible for updating actual hours in eJAS.
Temporary Employment is a paid, unsubsidized job lasting 30 days or less. Examples include work for temporary employment agencies (such as Manpower, Labor Ready, etc.) and casual labor (such as odd jobs for their landlords, friends, and relatives) or other employers offering temporary employment.
Temporary Employment can be a part-time (31 or fewer hours per week), or full-time employment FT, (32 or more hours per week.) In either case, there is an estimated employment end date of 30 or fewer days and employers do not consider participants to be permanent employees.
Career Scope Coaches will coordinate with the Case Manager in cases where the temporary employment lasts more than four consecutive days or is reoccurring each week to decide whether participants are in the appropriate component.
Career Scope Coaches duties are as follows:
The Career Scope Coach ensures the original Temporary Employment Tracking Logs are sent to the regional DSHS Hub Imaging Unit (HIU) by the 10th of the month following the employment months being recorded.
The Case Manager works the documents from the DMS system and records the employment hours in ACES using the historical entry of employment hours.
See WFHB section 8.1.6 How do we code hours for temporary employment.
If a WorkFirst participant discloses they are working on resolving a current family violence need, or coping with a previous family violence situation, while participating in Career Scope activities, the Career Scope Coach does the following:
Participants will be referred back if they don't make contact with their Career Scope Coach, no-show for orientation, or at any time it's determined that Career Scope services aren't the appropriate activity. Career Scope Coaches select the appropriate reason when referring participants back.
The refer back (RB) examples from the RI referral are as follows:
Reasons to refer back (RB) from Job Search (JS) component are:
Steps for the Refer Back (RB):
Refer Back from Career Scope Services, Work Experience or On-the-Job Training:
Career Scope Coaches must contact the participant's Case Manager to conduct a joint evaluation and include the participant (when possible) to determine next steps. Career Scope Coaches close the JS, WE, or OT; enter an "RB" in eJAS with zero hours and with an end date of no more than 4 days from the date entered; select the appropriate reason code for the RB, and document in eJAS CAP notes why the participant is being referred back.
Career Scope Coaches enter in eJAS Notes a recommendation, as part of the "Continuous Activity Planning," for the next activity or activities, ensuring they meet the requirements of the "Decision Making Criteria" the process of allowing participant's to make decisions around their participation goals.
Other CAP outcomes, including barriers the participant may need to focus on before entering Career Scope services.
Refer to WFHB section 3.7.1.5 How do we treat excused and unexcused absences?
WorkFirst staff:
WorkFirst staff:
Exceptions:
For Limited English Proficient (LEP) refer to WFHB section 5.2 Limited English Proficiency (LEP) Pathway, the worker enters the JS code with the contractor code. For Tribal TANF refer to WFHB section 9.3 and when the tribe has employment services use the RT referral component (valid for 7 days). Monitor and close RT component when the participant starts Job Search activities with the tribe.
Expectations for Career Scope Coaches:
The Career Scope Coach:
The Case Manager:
The Strategies for Success Instructor:
The Career Scope Coach:
WorkFirst staff:
The WorkFirst participant:
The Strategies for Success Instructor:
Revised September 20, 2021
Legal References:
The On-the-Job Training section includes:
On-the-Job Training (OJT) offers the opportunity for full-time subsidized employment for participant receiving cash assistance. OJTs provide skills training on site with an employer. OJTs may also be combined with formal classroom or skills training. The goal of an OJT is prepare a participant for full-time employment and transition off cash assistance.
Full-time is defined as 32 - 40 hours a week. The Case Manager authorizes the creation of two types of full-time OJTs:
See WFHB section 1.2.3 for additional information about adding an additional three hours (preferably core activity hours) in the participant’s IRP when possible. When a participant has 20 hours of unsubsidized employment (or 30 hours for a two-participant family) this will meet the core activity requirement. For two-parent families or single parents with no children under six in this situation, consider adding non-core activities to meet the strengthened participation requirements.
Employers eligible to participate in OJTs are:
There are four (4) options to request an OJT ETR to approve less than minimum wage. Note: Should the employer offer one or any combination of the following, the $12 per hour wage may be waived. Those options include:
The Career Scope Supervisor reviews the OJT contract to ensure it:
The ESD Career Scope Supervisor documents the review and justification for the contract in eJAS employment type notes.
After the ESD Career Scope Supervisor reviews and approves the contract and documents the review in eJAS employment notes, they sign the On-The-Job Training contract, the WorkFirst On-The-Job Training Master Agreement , and the WorkFirst On-The-Job Training Terms and Conditions. Then the Career Scope Coach and employer sign each document.
Within three business days of obtaining all signatures, send a copy of the OJT contract package to the ESD WorkFirst Administration Unit. The package contains the WorkFirst On-The-Job Training Master Agreement, WorkFirst On-The-Job Training Terms and Conditions, and the OJT contract.
When participants report their OJT earnings and hours to DSHS, their Case Manager records the participant's actual hours of participation by updating the ACES 3G Earned Income screen.
A Career Scope Coach monitors the employee's progress regularly. A Career Scope Coach visits the worksite to ensure all OJT training objectives are met and all parties remain satisfied with progress.
Use a wage progression Career Scope services OJT when a participant has the opportunity to increase his or her earning potential. When the contract is created, the participant must still receive WorkFirst cash assistance.
A wage progression Career Scope services OJT must meet the following conditions:
Refer to WorkFirst On-The-Job Training Contract Terms and Conditions for a complete list of employer expectations and limitations.
Release time training is classroom or skills training provided by someone other than the employer. A community college or professional organization may provide this training. Employers receive 50% reimbursement for wages during the hours a participant is in this release time training. No more than 25% of the total contracted hours may be for release time training. Support service funds may cover the cost of the release time training and for any books or related supplies needed.
Maintain the signed original WorkFirst On-The-Job Training Master Agreement, WorkFirst On-The-Job Training Terms and Conditions and On-The- Job Training Contract in the local office until one quarter after the program year ends. Then the office may archive the OJT documents for six years.
The Career Scope coach:
The Case Manager:
Revised July 24, 2020
Legal References:
The Career Scope Work Experience section includes:
A Career Scope WEX is an unpaid part-time training assignment linked with job search activities. WEX offers an opportunity for participants to practice or expand their work skills in a supportive and flexible work environment. The Career Scope WEX opportunities are typically short-term activities (up to 6 weeks). The WEX assignment provides minimal supervision and should complement the participant's career goals.
Participants with no significant barriers to employment and are otherwise appropriate for Career Scope activities may benefit from a short-term WEX. These participants have:
A Career Scope WEX assignment may be approved for up to six (6) weeks. The Career Scope Coach must review the WEX assignment prior to the end of the 5th week. The review will determine how much more time is needed (up to an additional 6 weeks) for the participant to practice or expand his/her work skills to be competitive in the local labor market.
According to state and federal law, participants cannot be required to engage in unpaid work for more hours than their monthly grant amount plus their monthly food stamp amount divided by the federal, state, or local minimum wage, whichever is higher. Career Scope Coaches coordinate with the Case Manager or as shown on the WorkFirst Work Experience/Community Service FLSA Calculator hours block found in the WorkFirst Handbook to ensure that the number of hours a participant is scheduled to participate in the WEX meets FLSA requirements. For a detail summary on FLSA see Chapter 3.3.2.5 How To Deem
For nonexempt two- parent families, the maximum number of work experience hours can be split between the two parents. During the development of the WEX, the Career Scope Coach must determine if the participant is a member of a two- parent family to ensure the WEX hours do not exceed FLSA requirements.
The Career Scope Coach, in coordination with the WorkSource business team (if available), will develop Career Scope Career Scope WEX placement sites.
The Career Scope Coach develops the Career Scope WEX training site and completes all required documentation.
Prior to the creation of the WEX contract, the Career Scope Coach will use the Work Experience/Community Service FLSA Calculator, to calculate the maximum hours a household may participate in Work Experience or unpaid Community Service.
The Career Scope Coach obtains signatures on the WorkFirst Work Experience (WEX) Master Agreement, and the WorkFirst Work Experience Training Contract Terms and Conditions, and the ESD Voluntary Enrollment Form. Then the Career Scope Coach creates the JOBS Work Experience Contract in JAS/JFS.
There is no expectation of transition to unsubsidized employment with the work site after completion of the work experience training agreement.
The work site supervisor must review the participant's progress at least every two weeks and complete the Work Experience Monthly Time Report and Progress Review form. The reviews address:
The Work Experience Monthly Time Report and Progress Review form will be obtained from the employer during the Career Scope Coach's visits. Visits will be conducted every two weeks.
State and federal law also requires a participant in work experience be covered by state industrial insurance for medical aid benefits. This coverage is sometimes referred to as L&I.
Revised May 09, 2024
Legal References:
The Pregnancy to Employment section includes:
Pregnancy to Employment (P to E) provides a way for participants to:
The goal of P to E is to provide services that allow participants to learn how to work, look for work or prepare for work while still meeting the family's needs. Each participant in P to E must participate in an assessment with the WorkFirst Social Service Specialist (WFSSS) to decide which activities best meet the participant's needs. The activities required depend on:
Every pregnant person or parent(s) receiving TANF/SFA with a child under the age of two years is a mandatory participant in P to E. In a two-parent household, both parents are participants and must receive an assessment by a WFSSS.
Note: Schedule an assessment using an ACES General Appointment Letter (50-05), the eJAS appointment letter, or in the IRP.
The full comprehensive assessment helps to identify family needs and determine which WorkFirst services are appropriate, as available within the community. In order to complete a full assessment, the WFSSS must discuss and document all issue areas in the eJAS Pathway Development Tool (PDT). See WFHB 3.2.3.
Based on the results of the full assessment and any other available information (i.e. Department of Children, Youth, and Families (DCYF), Equal Access, medical reports, etc.) the WFSSS or WorkFirst Program Specialist (WFPS) works with the participant to develop an Individual Responsibility Plan (IRP) to participate in activities that:
NOTE: Use the DSHS 14-012 Consent to Exchange Information for Services Coordination when exchanging highly protected (special records) information with another service provider.
A partial assessment includes a minimum requirement to identify if the family's circumstances have changed and the family's needs require the department to address any potential issues such as mental health, chemical dependency, etc. The eJAS PDT is also used to document a partial P to E assessment (See WFHB 3.2.3).
To fulfill partial assessment minimum requirements, the WFSSS must cover the following:
WorkFirst staff must schedule all P to E assessments within 30 days of the referral.
A participant must complete a full comprehensive assessment when the department first becomes aware they are:
NOTE: Don't require the other parent in a 2-parent household to complete a full assessment or any assessment before the baby is born.
A partial P to E assessment requirement applies to:
NOTE: The WFSSS may require a partial assessment at any time if information received indicates there are mental health and/or chemical dependency issues.
If mental health or chemical dependency is identified in the P to E assessment, the WFSSS refers the parent to a professional for an in-depth assessment to support the initial identification.
Persons with an identified need for mental health and chemical dependency are referred to the appropriate professional for more in-depth evaluations.
PI (Pregnancy/Child under two) is the indicator component code used to identify P to E participants on the Component Screen in eJAS.
The PI indicator code allows staff to track and monitor all of their P to E participants. The PI component is NOT an activity; it is an identifier. Another component, such as GE or XP, should always go with the PI component, unless the parent/caregiver is is not required to participate, or is choosing not to participate, because they are:
WF staff should enter the PI component with zero hours for a maximum of 21 months. You may want to use the length of the component as a tickler for the pathway milestones.
For example, a participant reports a pregnancy with an estimated due date. The WFSSS/WFPS may then set the end date of the PI code to coincide with the date the participant enters the third trimester, the date the baby is due or every three months until the date the baby reaches two years of age.
If there is a future estimated due date on the eJAS Client Demographic screen and no active PI component on the Component/Contractor/IRP Update screen, the WFPS/WFSSS receives a pop-up message notifying a PI component is needed.
In the first and second trimester of pregnancy, participation is based upon the results of the assessment and may include work, looking for work or a combination of pregnancy to employment services. A pregnant person is required to participate full-time during the first two trimesters of pregnancy unless they have a good reason to participate fewer hours.
The third trimester of pregnancy starts 90 days before the estimated due date. For example, if the estimated due date is 7/14, the third trimester starts on 4/15. Please use the Defining 3rd Trimester Tip Sheet to determine the start date of the third trimester.
In the third trimester of pregnancy, participation for the pregnant participant is based upon the results of the full assessment and the participant may:
Be required to participate up to 20 hours per week if the comprehensive evaluation, or an assessment, indicates a need for mental health and/or alcohol or drug treatment (unless medical evidence indicates that the participant is not able to participate in any activity),or
Participate in the WorkFirst program on a voluntary basis, if there are no identified mental health and/or chemical dependency issues, or
Choose not to participate in WorkFirst activities until delivery date, if there are no identified mental health and/or chemical dependency issues.
If a mental health or chemical dependency professional indicates that a participant should do more than 20 hours per week of treatment, we should encourage them to participate in the number of hours recommended; however, we can only require 20 hours per week of participation. If they refuse to participate in required available treatment, follow the good cause process. Indicate the appropriate participation status on the "Component/IRP Information Screen" by selecting if the participant is:
•Required to participate in mental health and/or chemical dependency treatment;
•Volunteering to participate in mental health and/or chemical dependency treatment; or
•Exempt from participating.
After the child is born, the participant(s) receiving TANF cash assistance:
Voluntary Participation while taking the Infant, Toddler, or Postpartum Exemption
If a participant qualifies for the infant exemption, toddler exemption, or postpartum exemption, has no identified mental health and/or chemical dependency issues per the comprehensive evaluation and chooses to participate in WorkFirst activities the department won't pursue sanction if we learn they are no longer participating as required in their IRP.
Take the following steps if the participant stops participating:
Staff must also document in eJAS "Pregnancy/Parenting" notes the period of time the participant is taking the infant or toddler exemption and that they provided the letter.
Note: If a discrepancy in the number of infant exemption days used is identified, review the following information to determine if:
If the Actual End Date entered doesn’t reflect the date the IE should have been closed, contact Customer Support with the following information requiring an update:
The IE counter located on the eJAS Component/Contractor/IRP Update screen tracks and identifies how many days of IE the participant has used.
Required Mental Health/Chemical Dependency Treatment
If the participant stops participating in required mental health and/or alcohol or drug treatment, start the good cause process whether or not the participant is using the IE or TE. If the participant chose to use their IE or TE and enters sanction, they continue using their exemption.
If a mental health or chemical dependency professional indicates that a participant should do more than 20 hours per week of treatment, encourage the participant to participate in the number of hours recommended; however, we can only require 20 hours per week of participation.
Participants can choose to be excused from participating in WorkFirst activities during months that they're needed in the home to personally provide care for their child(ren) under two years of age. Participants have a personal responsibility to decide whether to choose the infant or toddler exemption. The exemptions aren't automatic; participants must choose to claim the exemption.
The infant and toddler exemption options serve as a safety net to allow participants to be in the home with their child for the early stages of development while still having WorkFirst opportunities available. Encouraging voluntary WorkFirst participation is important since the exemption doesn’t stop the 60-month TANF time limit clock.
When offering either exemption, staff must remind the participant of the benefits of participating in WorkFirst activities, such as:
All rules of the Infant Exemption (IE) apply to the Toddler Exemption (TE) except that the age requirement has expanded to one year old children and the lifetime limit has increased to 730 days.
Note: If a discrepancy in the number of infant exemption days used is identified, review the following information to determine if:
If the Actual End Date entered doesn’t reflect the date the IE should have been closed, contact Customer Support with the following information requiring an update:
Until additional system changes become available, Customer Support won't be able to make adjustments to the TE component.
Only the custodial parent(s) can claim the infant or toddler exemption; needy relatives/caregivers aren’t eligible for this exemption unless they have legally been given parental rights.
Unmarried parenting minors can choose to take the IE for up to 12 weeks after the birth of the child. After the 12 weeks, they're subject to the school attendance requirement for unmarried parenting minors.
Only one participant living in the household with a child under two years old (even if there are two infants/toddlers in the household) can claim an infant or toddler exemption at any given time, for a maximum of 730 days in a lifetime, not to exceed 730 days. Participants choosing to use the infant or toddler exemption may:
Remind the participant that they can only claim the infant or toddler exemption for 730 days in a lifetime. Then tell the participant what their required participation is, if they DO claim the infant or toddler exemption, and if they DO NOT claim an exemption. This gives the participant the information they need to decide whether to claim the exemption.
Upon 365 days in either exemption (or combination of the two), WorkFirst staff must schedule an annual comprehensive evaluation update appointment for the participant to review their situation and determine if they need any additional services. WFPS may require a new Pregnancy to Employment assessment at this time if deemed necessary.
It is essential to document in the eJAS “Pregnancy/Parenting” note type whether a participant chooses either exemption. If the participant chooses the infant or toddler exemption, document the period of time the participant is choosing to take it.
The department contacts a participant choosing either exemption who isn’t engaged in any other WorkFirst activities once every three months to:
The three-month contact may be either by a letter or telephone. (WorkFirst staff must document the contact in eJAS and update the IRP, if necessary)
Component code IE identifies participants who are choosing the infant exemption for a child under the age of one and the TE to identify participants who are choosing the infant exemption for a one year old child. The component codes are:
Don't use this code for any other reason. Using this code for any other reason makes a participant's exemption count inaccurate.
eJAS tracks and display the total number of days a participant uses their infant exemption in the "Number of days in IE" field on the Component/Contractor/IRP Update screen. Remember, TE days must be tracked manually at this time.
When opening the IE or TE component, the WFPS/WFSSS are required to indicate the appropriate participation status for participant's choosing to take the exemption on the "Pregnancy to Employment Participation Status" field by indicating if the participant is:
WorkFirst staff:
Note:
WorkFirst participants may choose to use their infant or toddler exemption when needed in the home to personally provide care for their child under two years of age whether they are receiving TANF for that child or not.
If the child under two years old isn't on the TANF assistance unit, add the child as a non-member in ACES 3G. This lets eJAS know that the participant has a child under two years old in the home and eJAS allows you to code the IE or TE.
Participants who have already claimed the infant or toddler exemption (or a combination of the two) for a maximum of 730 days can request an additional 12-week postpartum exemption period (84 days) if they have another child. This period allows participants to spend time with the newborn before they must participate in WorkFirst activities.
A participant can participate in the WorkFirst program on a voluntary basis during this period if there are no identified mental health and/or chemical dependency issues. If a participant qualifies for a postpartum exemption period, has no identified mental health and/or chemical dependency issues per the P to E assessment(s) and chooses to participate in WorkFirst activities the department doesn't pursue sanction if we learn that a participant is no longer participating as written in the IRP.
Take the following steps when the participant stops participating:
Staff must also document in eJAS "Pregnancy/Parenting" notes the period of time the participant is taking the PD and that the letter was provided.
If the comprehensive evaluation or other assessment(s) indicates a need for mental health and/or alcohol or drug treatment the participant must participate up to 20 hours per week.
A participant may choose to not participate in WorkFirst activities for a set period of time or until the child turns 12-weeks of age if there are no identified mental health and/or chemical dependency issues. Only one parent living in the household can claim this 12-week postpartum exemption, not to exceed 84 days, at any given time.
Use component code PD to identify participants who choose to take the 12-week postpartum exemption period. This indicator component code is:
When opening the PD component, the WFPS/WFSSS is required to indicate the appropriate participation status for participant's choosing to take the PD on the "Pregnancy to Employment Participation Status" field by indicating if the participant is:
WorkFirst staff:
Encourage WorkFirst as the 12-week postpartum exemption period is limited to 84 days for each child after they have exhausted their infant or toddler exemption.
A parent's IRP and activities should reflect a steady progression towards work, looking for work, or preparing for work, as well as having a healthy and thriving child. P to E activities may include linking parents to:
Staff must continue to engage parents in WorkFirst activities that moves them most effectively toward economic stability.
The Pregnancy to Employment Participation and Coding Quick Guide, also located in the Forms & Other Resources section, details participation requirements while the person is pregnant and after the child is born.
Home visiting programs are voluntary, family-focused services offered to expectant parents and families with new babies and young children to support the physical, social, and emotional health of the family. When families receive home-based support, children are more likely to be better prepared for school and support a stronger parent-child bond.
When families engage in home visiting programs they are voluntarily matched with trained professionals. These home visitors engage families in their homes or community settings to provide information and support related to children’s healthy development, support the parent-child relationship, and provide information on importance of early learning and connections to other information, services and supports in the community.
The Home Visiting & Parent Support referral pathway focuses on increasing access to home visiting and other local community parenting supports for WorkFirst families.
Its goals are to:
WorkFirst Staff offer a referral to Home Visiting/Parent Support services at various points while a family is in the P to E pathway:
If/when, a participant accepts a referral for these services; staff may either refer the family to a local known service provider, or to Within Reach. Within Reach partners with DSHS to assist in connecting families with home visiting and parent support options within their community.
Participants who continue to engage in these services, Post-PtoE Pathway:
The goal of connecting parents to home visiting and parent support services is to encourage and support family well-being and development of the child. These programs allow parents the agency to choose whether to engage in services. If at any time a participant, who is no longer in the PtoE Pathway, decides engaging in home visiting or parent support services is not right for their family, staff are to engage them in a discussion regarding their IRP and if need be, determine appropriate alternative activities.
Known in some locations as Families That Work, WorkFirst Literacy Skills Center, etc. (check your local college or CBO WorkFirst Delivery Agreement (WFDA) for Education and Training). Parents receive instruction in the basic skills they need to join the workforce, improve their child raising skills, and break family cycles of illiteracy. Parents served by WorkFirst Family Literacy are current WorkFirst recipients.
The goal for WorkFirst Family Literacy parents is an economically stable and literate family, with outcomes that include:
Parents participating in WorkFirst Family Literacy programs follow the same model for quantifying participation, as do our participants in other training programs. To calculate participation hours, use the actual hours the parent is in the education and training activities, to include classes, labs, and supervised study halls/tutoring sessions. The college or community based organization notifies the WorkFirst case manager of the appropriate eJAS component code to use.
NOTE: Life Skills training is a countable activity for participation and Parent Education is not, though it may be an appropriate activity for the parent depending on their situation.
Parents in the WorkFirst Family Literacy program will be doing a combination of the following types of allowable activities:
Parents are involved in work activities at the level appropriate to their skills and their IRPs. These can include volunteer experiences, WorkFirst Work-Study, Community Jobs, etc.
In addition to Family Literacy funded by WorkFirst, the State Board for Community & Technical Colleges (SBCTC) through the Adult Basic Education Office funds Family Literacy at community colleges in 3 locations across the state. Each provider works with community partners like DSHS WFPS's and WFSSS's, Head Start and ECEAP directors, WorkSource Center staff, and First Steps case managers.
The First Steps Program is designed to provide additional health care, enhanced services and case management to Washington Apple Health eligible people and infants. This program seeks to reduce parent and infant illness and death, as well as increase access to maternity and infant care for low-income families.
First Steps services include, but aren't limited to:
The WFSSS should provide all pregnant person with information regarding the services available through the First Steps program as follows:
For additional information about the First Steps program visit the Social Services Manual by clicking here.
Participants in the Pregnancy to Employment pathway may enter sanction for:
What does the Case Manager need to know about sanction and pregnancy to employment participants?
Note: Participants that reach their 60-month TANF time limit may qualify for a time limit extension if they are in an Infant, Toddler, or Post- Partum exemption.
The following eJAS codes are commonly used for WorkFirst individuals engaged in P to E:
In addition to the PI identifier code, indicate the WorkFirst participation by using the appropriate eJAS codes on the component code screen as needed, to the actual hours of time spent in activities (such as XF for family violence resolution or JS for job search). It is important for tracking program progress to show the different components the participant is in.
The WFPS:
Note: On the Customer Accountability Report (CAR), participants in stand-alone PI displays in Participation Not Required (State Only) section. However, participants coded PI with other components displays in the section of the report determined appropriate based on their level of participation. For example, a participant is coded PI and 20 hours per week in PT. The participant shows in section 6 - Participation Below Full Time at WorkFirst Standard.
The WFSSS:
Either the WFSSS or WFPS - whomever is managing the case:
1. Request “Consent” (DSHS 14-012) form completed and signed by the participant.
Within Reach:
Note: If Within Reach is unable to make contact WFPS/WFSSS will close the RW component and review case for next steps (such as contacting the participant to develop a new IRP).
Upon receipt of the XP referral, the Contractor:
Once the participant is enrolled, the Contractor:
For the duration of the home visiting/parent education program, the Contractor:
Prior to the XP component end date the WFPS/WFSSS and the contractor conducts a Continuous Activity Planning meeting (CAP), see WFHB 3.2.1.5, to determine if the participant may continue utilizing home visiting/parent education:
Home Visiting/Parent Support Referral Non-Contracted Providers -
Revised on: May 19, 2022
Legal References:
The Limited English Proficiency Pathway section includes:
The Limited English Proficiency (LEP) Pathway provides specialized culturally appropriate services to refugees and other WorkFirst participants with limited English proficiency. The goal of the LEP Pathway is to increase participants' employability and economic stability.
Key features of the Pathway are:
All LEP participants must be screened for Equal Access (EA) services and family violence.
Anyone who is receiving cash assistance and has difficulty understanding or communicating in English should be referred to the LEP Pathway. This includes:
Refugee Cash Assistance (RCA) recipients are single or married individuals without dependents, and who can't be claimed as someone else’s dependent. They must meet program income and resource requirements, and their immigration status must allow them to access cash assistance. RCA recipients who aren't exempt are required to meet work and training (W&T) requirements, and can be served through the LEP Pathway to meet these requirements. See WAC 388-400-0030 , 388-466-0120, 388-466-0005, 388-466-0150.
Individuals receiving RCA can receive cash for ONLY a 12-month period beginning in the first month they entered the United States. For asylee (AS) and victims of trafficking (VT) clients, this is the date of their certification letter or order from the U.S. government. Due to this short timeline, these clients need immediate, intensive job search and job placement assistance.
RCA individuals:
Are referred to LEP Pathway contractor as soon as possible
If there's no DSHS contracted LEP Pathway provider in the area, refer client to the available work and/or training provider
Aren't required to have an Individual Responsibility Plan (IRP)
Must have an Employability Plan (EP) and a Family Self-Sufficiency Plan developed for them
Must participate in work and/or training activities such as job search, ESL, skills training, etc. unless exempted
RCA follows TANF exemption criteria. RCA recipients are exempt from Work and Training (W&T) activities if they:
Age (client is sixty years of age or older) is an unconditional exemption. For all other reasons, recipients must provide proof that they are unable to participate in the form of medical testimony or other evidence. An exempt RCA recipient may voluntarily participate in W&T.
The W&T requirements of RCA recipients may be met through participation in the LEP Pathway. The LEP Pathway offers several participation options to enhance skills and employability.
Survivors of certain crimes may be eligible for State Family Assistance (SFA), if they meet all other eligibility requirements with the exception of immigration status. Survivors of certain crimes who qualify for SFA are required to engage in WorkFirst.
For more information on this population, please see WAC 388-424-0001 and EA-Z Manual: Citizen and Immigration Status Requirements Specific to Program – Benefits for Survivors of Certain Crimes.
All lawfully present non-qualified aliens, (also referred to as ‘lawfully residing individuals’), who qualify for SFA benefits, are subject to WorkFirst requirements. This population includes any noncitizen individuals without any immigration status, but who are residing in the U.S. because they have applied for adjustment of status and USCIS allows them to live in the U.S. lawfully while waiting for the results of their application.
Examples of lawfully residing individuals may include:
For more information, please see WAC 388-424-0001 and EA-Z Manual: Citizenship and Immigration Status Requirements for all Programs – Definitions).
Survivors of certain crimes and lawfully residing individuals most often do not have work authorization document (EAD). They aren’t referred to employment-specific services or job search activities. Instead, they’re:
Due to the unique circumstances of these populations, WorkFirst participation requirements are tailored to support the participant and their family. Actively take steps to refer and/or place participants into activities to help resolve or cope with their circumstances and create a safe environment for the family, as well as prepare for future employment if appropriate. WorkFirst participation exemptions are available to these populations, if they qualify (see WFHB 6.8).
Survivors of certain crimes and lawfully residing individuals without work authorization are identified in eJAS using the PU indicator (set at “0” hours), along with appropriate activity component, depending on assigned activities. PU is not an exemption code. It is just an indicator that these individuals do not have an authorization to work in the U.S. and can’t participate in employment-specific and job search activities..
Participants who are LEP are required to complete the comprehensive evaluation and assessments (if indicated) as applicable to all WorkFirst participants before being referred to the LEP employment pathway for bilingual and culturally appropriate services.
The LEP Pathway offers several participation options for participants to enhance their skills and employability. Core activities are countable toward the federal TANF participation rate; however, some core activities are time-limited. Non-core activities can only be countable toward the federal TANF participation rate if they are stacked with a 20 hour per week countable core activity. See WFHB 1.2.3 for additional information about adding an additional three hours (preferably core activity hours) in the parent’s IRP when possible.
The LEP Pathway program includes:
Participants in the LEP pathway should:
Regular case staffing(s) are encouraged to review participation and progress. Anyone with an EA plan may need more time in the component activity and fewer participation hours to accommodate their additional needs.
Participants who meet participation requirements are eligible for WorkFirst support services (see WAC 388-310-0800). Those who are working full time and are still eligible for TANF cash assistance should be encouraged, but not required, to enroll in educational activities along with their employment.
WorkFirst LEP participants can engage in activities outside the LEP pathway. The WorkFirst Program Specialist (WFPS) or Refugee Social Service Specialist (RSW) must follow the referral process as outlined in the appropriate WorkFirst chapter in those cases.
The following core activities are examples:
Non-core activities used to stack with core activities, are also great opportunities when a participant doesn't need ESL. These activities can include:
The non-LEP pathway contractor or agency must report these activities, and the WFPS/RSW must review them.
Community Service is a structured unpaid work activity in which LEP TANF participants work for the direct benefit of the community under the support of a public or non-profit organization. It's a core activity that counts towards the federal participation rate and is coded as XS on the eJAS component code screen.
Participants may be determined to be best suited for Community Service if they:
Work Experience (WEX) is a structured unpaid work activity, which offers an opportunity for participants to practice or expand their work skills in a supportive and flexible work environment in a public or non-profit organization. It is a core activity that counts towards the federal participation rate and is coded as WE on the eJAS component code screen.
Participants may be determined to be best suited for a WEX if they:
A Bilingual Site Supervisor can be assigned at the Community Service or WEX worksite to provide supervision and bilingual support to the participant, assisting in developing the skills, insights and attitudes that enhance their ability to advance toward eventual employment.
Job skills training is a short term training that lasts up to seven weeks and enhances participant’s employability by providing instructions and teaching specific skills that are marketable to employers. This service is a non-core activity that must be stacked with a 20 hours core activity to meet federal participation rate. It is coded as JT on the eJAS component code screen.
Customized Job Skills Training (CJST), formerly known as pre-employment training, is an 8-22 week training program that is customized for specific employers or tied to a specific industry. CJSTs must include industry-specific training and be tied to jobs with good labor market demand. It's a time-limited core activity that counts towards the federal participation rate and is coded as PE on the eJAS component code screen.
ESL service is provided for participants with ESL levels 1-6 to assist in gaining language skills necessary to obtain and maintain employment. CASAS and ORIA-approved assessment tools are used to determine a participant’s ESL level and language skill gains, as defined by the Washington State Board of Community and Technical Colleges (SBCTC).
Use the JT eJAS component code for ESL when stacked with 20 hours of core activities and indicate in the participant’s Individual Responsibility Plan (IRP) that ESL is a skill needed for employment
Use the ES eJAS component code for a stand-alone ESL activity until the participant's English proficiency is sufficient to participate in core activities
Only classes with an expectation of homework equal to or greater than the scheduled class hours may be eligible for claiming unsupervised homework hours. We can claim up to one hour of unsupervised homework time for each hour of actual class time attended. If there is no homework expectation, we cannot claim homework hours.
Community or technical college contractors use the WorkFirst Calculator Tool to determine and document the total number of hours per week the participant is participating, including: scheduled class time, unsupervised homework time, any scheduled supervised homework time, and the maximum number of allowable education hours. A copy of the completed WorkFirst Calculator Tool is kept in the participant's file. Community or technical college contractors combine the participant's actual attended hours with the allowable homework hours from the WorkFirst Calculator Tool to report via eJAS by the 10th of each month for the previous month as total participation hours.
Community Based Organization (CBO) contractors use the Educational and Homework Requirements Worksheet (EHRW) to document scheduled class hours and the homework expectation for the class. Contractors must keep a copy of the EHRW form in the participant's case file. To claim homework hours, CBO contractors double the participant's actual attendance hours to report via eJAS by the 10th of each month for the previous month.
In the event that the participant drops out or is referred back before completing their ESL class, one hour of homework time can be claimed for each actual class time hour attended by the participant if the homework expectation hours are equal to or greater than the scheduled class hours. This applies to community or technical college and CBO contractors.
After two excused absences in a calendar month, the WorkFirst partner/contractor:
Unexcused Absences
After two unexcused absences in a calendar month, the WorkFirst partner/contractor:
For more on how to treat excused and unexcused absences, please refer to section 3.7.1.5.
LEP Pathway contractors are contracted through the DSHS Office of Refugee and Immigrant Assistance (ORIA) to provide ESL instruction and employment services to refugees and TANF participants. They:
For a complete list of contracted LEP Pathway contractors by region, and their current eJAS contractor codes please see the LEP Pathway Contractor List.
For a summary of the LEP Pathway process, please see the TANF/WorkFirst Application and LEP Pathway Program flow chart.
Revised November 13, 2020
Basic Food Employment & Training (BFET) provides training and education with a goal of assisting Basic Food recipients in attaining a living wage career. BFET services are available from all WA State community and technical colleges as well as many non-college community based organization (CBO) contractors.
BFET can assist participants with job readiness if they aren’t receiving TANF but are receiving food assistance by providing the following:
How is BFET different from TANF?
Each BFET provider has their own unique program focusing on one or more of the above services. Participants can find out more about these programs by contacting a provider by phone (using the brochure below) or by visiting https://www.dshs.wa.gov/esa/community-partnership-program/basic-food-employment-training-bfet.
The following brochures about Basic Food Employment and Training (BFET) are available:
WorkFirst staff will take the following steps when participants transition from BFET to TANF:
Revised on: September 20, 2021
The Resolving Issues Overview section includes:
Resolving issues begins with identifying barriers that can interfere with a person's ability to look for work or work or participate in other WorkFirst activities. When issues are identified, we can provide necessary supports to help the participant engage in activities that will lead to employment.
Many WorkFirst participants will need to resolve some issues to succeed in WorkFirst. People come to us without basic supports or perhaps, not much experience in being a working participant. And, although we may not even think of authorizing child care or making a family planning referral as "resolving issues" -- it is.
Many participants come to us with more serious concerns that will take longer to resolve, like disabilities or family violence. It is important to start working through these problems as quickly as possible - and add other activities as soon as participants are able - so they can start building on their strengths while eliminating some negatives.
Last, some participants face issues so severe, that it is unlikely they will be able to enter the job market. WorkFirst Social Service Specialists (WFSSSs) may need to work intensively with these participants, perhaps helping them apply for Supplemental Security Income (SSI).
We look for issues that may need to be resolved at:
If issues are identified when a participant starts working or participating in WorkFirst activities, you should work with the individual to resolve these issues.
As shown in the chart below, the level of intervention required to work with issues varies, depending on the type of problem the person faces.
Issue | Likely intervention |
---|---|
Lacks basic supports |
Likely a shorter-term intervention by the WorkFirst Program Specialist (WFPS) or WorkFirst Social Service Specialist (WFSSS) to:
|
Lacks expert advice | Likely a shorter-term intervention by the WFSSS (that can be combined with looking for work or work) to provide:
|
Family & health concerns | Likely requires a longer-term WFSSS intervention. These situations may need to be stabilized before adding other activities.
|
There are some common themes you see whenever we talk about resolving issues.
Identify and begin to resolve issues as soon as possible to give the participant any additional supports they need to succeed.
The purpose of issue resolution is to help the participant find ways to participate in WorkFirst activities while also assuring the family's medical and other needs are addressed. Employment remains a major focus with economic mobility as the ultimate goal.
Temporary deferments may be necessary and appropriate in some situations. Most participants, however, want to work and may see work as very therapeutic in helping them cope with other concerns.
Finding creative ways for the participant to participate without a temporary deferment is usually the best option. It is often possible to accommodate a family's special needs while at the same time supporting the participant's employment efforts.
Resolving issues, while encouraging employment, can help us increase WorkFirst cash assistance exits, reduce WorkFirst returns, and keep caseloads down.
The WFPS is a central player in identifying issues and collaborates with the WFSSS and other service providers to:
The WFSSS plays a key role in providing screening, assessment, referral services, and has valuable expertise in intensive case management. The WFSSS coordinates services with WorkFirst partners and other service providers as needed. WFSSSs assist in helping participants (such as parenting minors, teen head of households, pregnant, hard to engage, sanctioned, and disabled/incapacitated participants) resolve issues, including:
Upon referral the WFSSS:
Revised on November 21, 2024
Legal References:
The Assessment section includes:
An assessment is an analysis used by a WorkFirst Social Service Specialist (WFSSS) to gather detailed information about a participant's life and issues that may impact their ability to support their family. Obtaining information from a participant during an assessment can be difficult. Use open ended question to assist in getting the information needed to establish supportive WorkFirst activities. Results of these assessments are used to establish WorkFirst activities for intensive services for participants. The Pathway Development Tool (PDT) is one way to complete assessments allowing for a full assessment or partial assessment to be completed (See WFHB 3.2.3).
Assessments include:
An assessment reveals a participant's issues and strengths, so we can connect the participant to appropriate resources, services, and activities to foster self-sufficiency.
Request an assessment:
As shown in the chart below, there are many issues that may interfere with a participant's ability to become self-sufficient, provide stability or care for a child in their home. Any indication of the issues listed below may require a WFSSS assessment so they can be addressed.
Key Issues to resolve | |
---|---|
Education & employment | Problems in school or on the job may indicate hidden learning disabilities, critical skills gaps, or other factors that require further evaluation. |
General health | Lack of dental care or physical disabilities may require a referral to a dentist, doctor, SSI or DVR. |
Pregnancy or parent of child less than 24 months old | Help is available to provide prenatal care, child support, parent education, and to create a better support system. |
Family planning | Family planning services are available to avoid unintended pregnancies that can make it harder to achieve independence. |
Child health & nutrition | Help obtaining immunizations, regular well-child check-ups and health or nutrition advice. |
Parent/child development | Parenting classes are available to deal with the issues faced by working parents. |
Mental/Emotional health | Help is available to deal with depression, anxiety, anger, grief or the aftermath of physical, sexual or emotional abuse. |
Domestic violence | Connect participants with domestic violence agencies for expert advice and assistance. |
Substance abuse/Chemical dependency | Refer participants for substance abuse/chemical dependency assessment and treatment. |
Housing/TLA eligibility | Help in finding stable and adequate housing, or supporting determination of appropriateness of living situation for pregnant/parenting teens in Teen Living Assessments (TLA.) |
Child care | Help in finding safe, affordable, and reliable child care. |
Transportation | Help in developing a reliable transportation plan (looking at mass transit, insurance, driver's license issues). |
Legal Issues (Past or Present) | Help in dealing with various legal issues that can interfere with employment (like evictions, bankruptcy, or criminal history such as a current or past offense towards children or vulnerable adults). |
Other agencies/Tribal | Connect the participant to other resources (like Head Start or tribal services) or coordinate with other agencies (like CPS). |
A participant may need additional assessments based on the results of a social service assessment. For example, it may indicate a need for a DASA referral, so the participant can be assessed further for drug and alcohol treatment.
When referring a participant to the WFSSS for an assessment, use the eJAS referral codes, such as:
When a pregnant woman applies for Pregnant Women Assistance (PWA) and isn't eligible for a 60 month TANF Time Limit Extension, the Case Manager (WFSSS) accepts the referral and assesses the PWA recipients' needs. All financial eligibility has been determined before the Case Manager (WFSSS) completes the First Steps Assessment (see CSD Procedure Handbook Pregnant Women Assistance (PWA) and WFHB 5.1.18 What is First Steps?).
During the assessment, the Case Manager (WFSSS):
See the PWA flow chart and CSD procedure, Pregnant Women Assistance (PWA) for additional information.
Revised On: March 25, 2024
Legal References:
The Participation While Resolving Issues section includes:
The purpose of WorkFirst is to help WorkFirst families become economically stable through employment as quickly as possible. Many families need support to participate in WorkFirst activities. Supporting participation in job search, employment, and/or issue resolution is fundamental to their success.
The main purposes of the comprehensive evaluation, stacking activities and the social service assessments are:
Participants are usually able to participate in other activities while also addressing issues that interfere with full-time employment. See the Stacking Activities Chart for a list of core and non-core activities that can be added to a participant's IRP and help them progress while meeting WorkFirst participation requirements. Consider adding the following core activities:
Consideration for a full deferment from Career Scope activities should only occur when it isn’t possible for the participant to accept employment or participate in at least 20 hours of Career Scope activities. In these cases, the participant may need to participate in issue resolution activities prior to participating in Career Scope.
For example, a participant may need Residential (In-Patient) treatment for alcohol or substance abuse/chemical dependency.
It is necessary to defer job search or other activities while the participant is in residential treatment for a short time (usually 28 days but may require up to 90 days). Depending upon the individual circumstances and treatment plan, the participant can resume participating in job search or other activities while also completing the Outpatient Treatment Plan. Determine if other activities are available if the participant is waiting to enter treatment.
See section 6.6, Disabilities if the participant claims to have a disability or medical issue that limits their ability to work, look for work or prepare for work.
For deferrals, allow 30 days to gather documentation. The Case Manager can support the participant to obtain needed evidence such as medical evidence, chart notes, or testing. Beyond 30 days, the participant must provide ‘good cause’. For example, the participant must show that the information has been requested but not received within the 30-day time period. If the evidence is not received within 30 days, the WFPS/WFSSS sends an appointment letter to determine if "good-cause" exists and invites the participant in the to discuss participation.
Participants who are resolving countable "X" code issues, such as mental health (XG) or Family Violence (XF), can stack other activities to increase their hours of participation. Stacking activities is combining other needed WorkFirst activities, such as job search, life skills, unpaid work, participating, and seeking stable housing with the countable "X" code,. See section 3.3.2, section 6.6, Disabilities, and the Stacking Activities Chart for more information
Continued communication and monitoring between the WorkFirst Staff or Case Manager and others who are working with the participant are necessary to ensure:
The WorkFirst partner agencies and most contractors normally can tell how many hours a particpant expects to participate in their program activities. The Case Manager develops the IRP accordingly. See section 3.3.2.3 and 3.3.2.4 for more information about how to meet program/participation goals and build an IRP.
Use the Individual Responsibility Plan (IRP) to clearly state the required participation and the supports available.
Deferrals ("X" codes) taking longer than 90 days require verification and approval by:
Develop an IRP that specifies the activities the participant is to be taking to resolve the issues and the expected time to resolve the issue. For example, "Follow recommended treatment plan," or "attend all physical therapy sessions as prescribed by physician."
Review the case every 30 days to ensure the participant is making satisfactory progress in resolving the issue unless they're not engaged in activities each month. For example, a participant is ordered 90 days bed rest by their physician. In these cases, review periods can exceed 30 days but require approval by:
For information on how to treat excused and unexcused absences, please refer to section 3.7.1.5 - How do we treat excused and unexcused absences?
Use the appropriate "X" or referral codes in eJAS to identify the participant's issues, authorize support services, and/or make referrals to other resources.
Example: Following 90 days of Intensive In-Patient treatment, the participant must attend 2 AA meetings and 1 group therapy session per week. Transportation to and from meetings or appointments do not count as actual hours of participation.
The actual number of hours spent in treatment-related activities is 6 hours.
Hours spent in independent life skills activities are coded in eJAS under the component code "LS". The scheduled hours of participation should be as close to 32 to 40 hours per week as possible.
The Case Manager develops an IRP that brings the participant up to full-time participation in countable activities as soon as they're able. We also want to make stabilization and issue resolution activities short-term if we can, so the participant can transition into work-focused activities that lead to employment and economic stability.
Described below are various types of stabilization and issue resolution and specific eJAS codes used. More information can be found on each type in other sections of the WorkFirst Handbook.
Types of activities to resolve issues |
|
---|---|
XB |
Pursuing SSI/L&I/VA or other benefits (not countable) See 6.8 Exemptions section |
XC |
No child care available or caring for a disabled adult who is in school full time (not countable) See 6.6 Disabilities section or WCCC manual |
XD |
In a DVR plan (a countable core activity) |
XE |
Alcohol/substance abuse/chemical dependency Treatment (a countable core activity) |
XF |
Family Violence Resolution (a countable core activity) |
XG |
Mental health treatment or Counseling (a countable core activity) |
XH |
Resolution of Homelessness (not countable) |
XJ |
Learning Disabilities Services (a countable core activity) |
XM |
Temporary incapacity undergoing medical treatment (not countable) |
XN |
Caring for a child with special needs who is in school full time (not countable) |
XP |
Parenting skills, nutrition classes, choosing child care, family planning, participating in home visiting or participant education services. Note: Normally used if pregnant or have child under 12 months of age, but also used for other participants in need of these services. |
Parents who do not have Washington Apple Health due to citizenship verification requirements and who have an activity requirement that is dependent on Washington Apple coverage are not required to participate in these activities until Washington Apple Health eligibility is established. Until Washington Apple Health coverage is established, these participants are coded with the component code 'CV'. This is an indicator code only and has no IRP or monitoring requirements.
However, participants are required to participate in other WorkFirst activities identified as appropriate through the comprehensive evaluation or assessments that are not dependent on Washington Apple Health coverage.
Once citizenship verification requirements are met and Washington Apple Health is approved, the component code 'CV' is removed and participation requirements changed to include appropriate health care services.
For participants with chemical dependency issues, please refer to section 6.7.4- Who is financially eligible for substance abuse treatment?
Participants who are unable to participate in any other activities due to a medical issue.
If a participant has a severe enough medical issue to prevent participation in any other activities:
Participants who are able to participate in other stacked activities
If a participant has a medical issue, but is also able to participate in other activities:
See section 6.6, Disabilities, for documentation required for participants with an emotional, mental or physical disorder.
Documentation for a participant caring for a child with special needs (see 6.4 Children: Special Needs) may include health-care professionals as described above in WACs 388-449-0010 or 388-447-0005 or other documentation provided by:
Foundational Community Support (FCS) is a voluntary supported employment and coordinated entry referral program to help individuals on Medicaid who have physical, mental health, and/or housing needs. Once referred WellPoint conducts a thorough assessment to determine eligibility based on criteria for supported employment and supportive housing services.
Who can receive FCS services?
Participants who are in an X component for:
What is FCS eligibility criteria?
Supported Employment participants must be:
Meet at least one health needs-based criteria:
Meet at least one risk factor:
Supportive Housing participants must be:
Meet at least one of the health needs-based criteria:
Meet at least one risk factor:
How does a participant enroll in FCS?
What services does FCS provide?
WorkFirst participants who are eligible and seeking supportive employment and/or housing and struggling with mental or physical incapacities may receive the following assistance:
WorkFirst Staff:
Coordinated Entry provides a streamlined access point for those experiencing homelessness through a crisis response system. The system is usually provided by the county, providing access to an assessment and referral process for each housing service and support available in their communities.
Who can contact Coordinated Entry?
Anyone seeking housing due to homelessness can contact Coordinated Entry to explore their options for assistance and services available to their specific needs. Services are available for the following unhoused populations;
How to contact Coordinated Entry?
Washington State Department of Commerce holds the funding sources and distributes funding to the housing programs and services statewide. Commerce has many resources to share with those experiencing homelessness, the Family and Adult Coordinated Entry Sites for people experiencing homelessness is a list of providers per county within the state with location phone numbers and websites. Each county in the state provides an intake assessment to evaluate the needs of the applicant. The details from his intake allows the Coordinated Entry partner to provide tailored information and referrals for the available resources that meet their specific needs.
What is discussed during the assessment?
Multiple questions are asked during the assessment with the housing case managers with Coordinated Entry, such as, is the person currently housed and in jeopardy of losing housing? Or, is the person living on the streets in a place inhabitable for humans? During the assessment, the case manager collects the information and if the agency has access to the Homeless Management Information Systems (HIMIS) they record the assessment/data to assist with determining housing needs/supports.
Referrals to housing services depend on the specific need of each individual or family. The role of WorkFirst staff is to provide the appropriate Coordinated Entry information to those in need of housing or at jeopardy of losing housing, to find supports available in their local area. WorkFirst staff can use the Family and Adult Coordinated Entry Sites for people experiencing homelessness resource and provide the local community contact information for those in need.
How can WorkFirst staff support unhoused participants?
If the participant is unhoused, seeking shelter, fleeing from a domestic violence abuser, or living in a situation that's unfit for human habitation, and need to connect with Coordinated Entry, WorkFirst staff can complete the following actions;
If the participant has already contacted Coordinated Entry and are working with housing providers WorkFirst staff can complete the following actions;
Revised on: March 20, 2023
Legal References:
The Children with Special Needs section includes:
A child with special needs has medical, developmental, or behavioral needs that require individualized care, treatment, or intervention. Families that include a child with special needs should have their special needs accommodated in the development of their Individual Responsibility Plan (IRP). Make every effort to meet the child's needs while allowing the participant to progress in employment.
Accommodations may include:
Whenever a participant indicates the inability to participate in WorkFirst activities because of a child with special needs or the need for special child care arrangements, the WorkFirst Program Specialist (WFPS) should accept the statement and make referrals to get more information and assistance.
The Public Health Department may initially evaluate the child's needs and document the impact on the participant's ability to participate in WorkFirst activities. Or, a DSHS social service specialist may be able to assess the situation based on existing information.
At the end of any deferral or exemption period, use other forms of documentation to determine whether the participant qualifies for continued deferral or exemption. If no other documentation is available, you may request a follow up evaluation from a public health nurse with supervisory approval.
Participants who care for a child with special needs may also qualify for an exemption if the participant is only able to participate for 0 to 10 hours per week. We code these cases with a ZC eJAS component code. For more information see section 6.8 Exemptions section.
Use creativity in developing the IRP for a participant who is parenting a child with special needs. Work with the participant(s) to develop activities that keep her and/or him engaged, support work, job search activities, or prepare him and/or her for future work. The following activities are examples of appropriate WorkFirst activities.
NOTE: An IRP is not required for an exemption, unless volunteering to participate.
Documentation for a participant caring for a child with special needs may include health-care professionals as described in WAC 388-449-0010 or WAC 388-447-0005 or other types of documentation provided by:
When a participant has a child with special needs, use the following eJAS codes:
When a participant indicates the inability to participate in WorkFirst activities because of a child with special needs, the WFPS or WFSSS:
Requests documentation of the child's special needs and the impact the child's special needs has on the participant's ability to participate in WorkFirst. If needed, the WFPS or WFSSS refers the family to the local Public Health Department, using an electronic referral* to the Public Health Nurse (PHN) in eJAS [or manually uses DSHS form 10-256], following the Step-by-Step guide below:
11. At the end of the initial deferral or exemption, obtains documentation to determine whether the participant qualifies for another exemption or deferral. Only use a follow up evaluation from a public health nurse if there's no other documentation available and with supervisory approval.
Revised September 28, 2023
Legal References:
The Family Violence section of the WorkFirst handbook includes:
Family violence is a general phrase that refers to a variety of abusive behaviors that can occur within a family structure.
Family violence includes any or all of the following;
The focus of this section is on what is traditionally known as domestic violence. Domestic violence is physical, sexual, psychological, and/or emotional abuse of an intimate partner in which one partner uses a variety of tactics to gain and maintain power and control over the other partner.
Family violence includes both current experience of these abusive behaviors and the continuing effects of abuse that happened in the past. Some of the common ways abusers control the person:
Family violence victims may need help because family violence may prevent a person from gaining or maintaining employment and becoming self-sufficient. In family violence situations, some factors affecting participation in activities are:
One of the missions of DSHS is to help individuals to live in a safe environment. Individuals subjected to, or at risk of, family violence need help to achieve a healthy and safe environment.
In order for individuals to achieve self-sufficiency, it is essential for the individual to have a safe environment for themselves and their children, and to be free from physical or emotional harm or stalking.
The Family Violence Option (FVO) recognizes the importance of not just screening individuals, but also actually doing something when a person indicates that they are a victim of domestic violence. This gives the state the flexibility to help these participants safely participate in activities leading to employment and self-sufficiency.
Washington State law maintains that DSHS must:
DSHS staff must give all victims of family violence an ongoing opportunity to disclose circumstances of family violence and to engage in activities that give them more control over their circumstances. If it appears that the person may have a cognitive disability or is unable to read and/or understand what is being asked, determine if Equal Access (EA) plan is needed and/or has been provided.
DSHS staff must actively take steps to refer and/or place participants into activities to help resolve or cope with the issues and to create a safe environment for the family. Every reasonable attempt to help the participant feel comfortable in talking about the situation must be made.
Referrals or activities for family violence may include:
If it is safe for the participant, screening for family violence is required:
Document all family violence screenings in eJAS under the Family Violence Note. If appropriate, offer to refer the participant for additional services described above.
When screening for family violence, safety is of paramount importance.
Never ask the participant about family violence when the other partner is present as this may endanger the participant. Some successful methods for separating couples to safely complete the screening include having an office protocol that recommends completion of all IRPs separately, or the scheduling of an appointment with a family planning worker to separate the couple during their visit to the office.
Review your policy regarding collaboration with local resources and partners. Local resources may be able to offer training or guidance, to refine protocols for screening couples.
Every adult, minor teen participant or emancipated teen must be given general information both verbally and in writing about:
Written information must include at a minimum the "Open the Door" brochure DSHS 22-265(x) available in English and Spanish. The WFPS/WFSSS must document in eJAS when this brochure has been given or mailed to the client.
Remind each person that they have an opportunity to disclose issues at any point in time.
Distributing information about family violence | |
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Safety Plan Pocket Guide (DSHS 22-276) | Place these guides in areas where individuals can help themselves to the information (like restrooms, front counters or on your desk) |
TANF Family Violence Information brochure "Open the Door" (DSHS 22-265(X)) | Ask each individual to read this brochure at the initial eligibility interview and at least yearly thereafter. Then, provide a verbal summary of the information in the flyer. |
Family Violence Technical Assistance for all staff working with WorkFirst individuals | 360-586-1022 Ext 102 or 104 Monday-Friday 9:00am-5:00pm |
The following is the opening statement and the screening/evaluation questions in eJAS Pathway Development Tool (PDT) for family violence. Screening is required for adults and emancipated minors.
"This is a series of questions we ask everyone about family violence (also know as domestic violence). We know that violence in the home can be hard to talk about. We also know a lot of people experience this, which is why we ask. There is no 'right' answers and this does not affect your eligibility.
If the worker clicks 'Not safe to screen at this time', a Family Violence Screening note type will be generated and the text will read: 'Not safe to screen for family violence at this time.' This is a reminder that the family violence screening has yet to be completed.
If it is safe to continue with the screening, workers need to gather 'yes' or 'no' responses to the following six screening questions:
If 'yes' is the response to any of questions 2-6 above, let the participant know that there are specialists on staff who can help with safety issues as well as tailoring plans within WorkFirst to help avoid danger and promote success in the program. Please explain to the participant that the services are available to address family violence. Offer a referral to a Social Services Specialist, Family Violence Advocate or other local family violence resources. Select all the appropriate options that fit the next steps and document in the Pathway Development Tool:
If the participant answers 'no' to all questions, document that the person reports no issues at this time. When 'No, family violence concerns disclosed at this time' is checked and comments are entered, a note type is generated and the text reads, 'Client screened for family violence. Client has indicated no issues at this time.'
When WorkFirst partners at Employment Security, Community Trade and Economic Development, or the State Board of Community and Technical Colleges are informed by the participant that family violence is an issue, the worker involved must immediately:
Good Cause allows a participant to be excused from cooperating with Division of Child Support (DCS). The participant must claim to have good cause for not cooperating with DCS. A participant may have good cause when they verify that cooperating with DCS would result in serious physical or emotional harm to themselves or the child in their care. This stops DCS from taking any action to establish an order or to collect child support, which may jeopardize the participants' or family's safety.
The participant must claim and the department must approve or deny the good cause.
If a participant indicates that Family Violence is an issue, consider whether or not Good Cause for non-cooperation with DCS should be established.
For more information, refer to the Good Cause chapter in the Social Service Handbook and the Child Support chapter in the E-Z Manual.
The Address Confidentiality Program (ACP) protects the address of persons attempting to escape from actual or threatened domestic violence, sexual assault, trafficking, or stalking situations. Criminal Justice Affiliates, Election Officials, and Protected Health Care workers may also participate in the ACP. The program provides participants with a substitute address to use in place of their actual work, home, or school addresses. State and local government agencies can then respond to public records requests without disclosing the actual location of the participant. The Office of the Secretary of State administers the program. The ACP works best if the individual has relocated to a location that is not already in public record.
A trained advocate provides individuals with safety planning and assists with the ACP application process. For a current list of advocates trained in your community to sign people up for the ACP, go to https://www.sos.wa.gov/address-confidentiality-program-acp and click on the map for your location.
DSHS staff must accept the participant's substitute address and enter it into all records; never record the actual street address for work, school, or home of an ACP participant in any automated system. If someone is participating in the ACP, don't require them to disclose their actual home, work, or school address. For ACP participants, ACES letters don’t include the CSO address on them to protect their geographical location. When scheduling WF appointments for these participants, all ACES letters instruct the participant to call 1-877-501-2233 or visit https://www.washingtonconnection.org/home/ to find out the location of their appointment. Don’t add the CSO’s address or appointment locations.
By itself, the ACP won't keep a person safe. To be really valuable, using the ACP substitute address must be part of a more complete and long-term safety plan.
If the individual doesn't have their authorization card, government agencies may call the ACP office (360-753-2972) to verify that the individual is an active ACP participant.
IRPs are tailored to each participant. DSHS staff has the ability to create IRPs with activities designed to help a victim deal with the issues that result from family violence.
In any situation where the participant/caregiver participates in any family violence activities, it is necessary to reflect the information in the IRP. Correct coding of family violence is necessary because of federal reporting requirements regarding all participants on TANF especially for those receiving benefits for more than 60 months.
The following are common examples of family violence situations and the correct way to code and document in eJAS:
When participants disclose family violence, use the XF eJAS code to:
Note: XF isn't used for the perpetrator. WFPS/SSS should add other codes (activities) in addition to XF if appropriate based on the Family Violence Service Plan.
Special circumstance: XF as stand-alone activity. The WFPS/WFSSS, in collaboration with the domestic violence advocate, should determine the actual amount of hours per week that the person will be participating and code those hours in eJAS when participants/caregivers are unable to participate in any other WorkFirst activity except resolving family violence challenges. The participant doesn't have to add any other activities because XF activities are the only participation that the individual is able to do. In this case, the amount of hours doesn't have to reflect 32-40 hours per week. The case needs to reflect the actual amount of hours that the individual is participating.
As part of the Deficit Reduction Act, the XF countable core activities include:
Housing and legal issue resolution are not included as federally countable core activities within family violence services. Therefore, the hours for these activities must be reported separately from those mentioned above in order to report the correct federally countable participation. The WorkFirst Participation Verification form must indicate the hours spent working with a participant in family violence countable core activities, listing housing and/or legal services separately.
Since our State cannot report housing and legal issue resolution hours as part of XF countable core activities, the State is not going to get credit for those hours in a federal audit. Even though these activities are not federally countable, housing and legal issue resolution services are still state approved XF activities.
Example:
A participant's Individual Responsibility Plan (IRP) and component screens shows that the participant is scheduled for 30 hours of XF activities. When the WFPS or WFSSS receives the WorkFirst Participation Verification form, it indicates 5 hours of counseling, 10 hours of legal services, and 15 hours for securing stable housing. The only hours that can be entered and reported in eJAS actual hours are the 5 hours of counseling.
In collaboration with family violence advocacy providers, the WFPS/WFSSS gathers documentation that supports participant's individual needs for WorkFirst family violence services.
Contracted family violence providers must report participant's actual hours and progress for family violence activities using eJAS by the 10th day of the following month. See WorkFirst Handbook 3.7.2.5 for contracted service requirements.
Staff sends non-contracted family violence providers the WorkFirst Participation Verification form for each WorkFirst participant noted in eJAS as receiving family violence services. The non-contracted family violence provider completes, signs, and returns these forms or other documents that verify actual hours and progress to the referring WFPS/WFSSS by the 5th day of the following month. The WFPS/WFSSS enters the countable hours indicated on the form in eJAS actual hours by the 15th day of each month for the previous month's activity.
When a participant answers "yes" to any of the family violence screening questions in the screening/evaluation:
The WFPS/WFSSS must:
Good documentation is extremely important in these situations. It is important to document family violence information in the family violence note type in eJAS to protect the safety of participants.
Victims of Family Violence may not be able to participate in job search or work activities. As a result, it is necessary to make every effort to avoid unfairly penalizing participants by imposing sanctions. If family violence is a significant part of the reason a participant has been unable to follow through with the activities in their IRP, don't impose a sanction; rather renegotiate and modify the IRP to address the barrier so that it aligns with any current family violence service plan that moves the participant forward safely. Documentation in eJAS to support your decision is critical.
Note: Family violence may be a significant part of the reason a participant is unable to follow through with WorkFirst activities whether the family violence is current or occurred in the past.
A victim of family violence may be sanctioned. As described in WFHB 3.5.2.4, if a sanctioned person’s circumstances change, their grant, IRP and/or cure requirements may also change. Waive a family violence victim’s four-week (28 day) cure requirement if their family violence situation is directly or significantly contributing to their inability to participate – see examples of family violence situations below.
Examples: A participant is sanctioned for refusing to do job search and discloses the month following sanction that they are dealing with family violence issues. Follow section 6.5.19 Family Violence and Sanctions - Step-by-Step to discover if family violence is directly or significantly contributing to their not participating. Below are five different situations with the appropriate response for each.
#1: Good cause found – Current Family violence is preventing participation – Reverse sanction decision
This woman reports that her abuser is intercepting her mail and phone calls and won't allow her to use their shared vehicle and that this has been happening since before her good cause appointment. Because the family violence is (and was) preventing her participation in WorkFirst activities, we would reverse the good cause decision, lift the sanction, and remove the sanction penalty back to the date the penalty was first approved. Refer the participant to a worker or advocate trained in family violence to create a family violence service plan. Use this family violence service plan as a guide for developing a new IRP and explain that she must participate in the activities agreed upon in her revised IRP to avoid future sanction and retain her TANF grant. For example, the only activity she may be able to safely do is to contact her WFSSS or family violence advocate on a regular basis by phone. However, she may want to integrate other activities into her IRP as well, and this may be indicated on the family violence service plan. See WFHB 6.5.17.
#2: Good cause found – Past Family violence is preventing participation – Reverse sanction decision
This woman reports that she has been away from the abuser for two years, but when she tries to leave her home, she fears he may find out how to locate her. She wanted to participate in job search, but could not manage the courage to leave her home. She also reported that she was ashamed to call her case manager because it happened so long ago. Because the family violence is (and was) preventing her participation in WorkFirst activities, we would reverse the good cause decision, lift the sanction, and remove the sanction penalty back to the date of sanction. Refer the participant to a worker or advocate trained in family violence to create a family violence service plan. Use this family violence service plan as a guide for developing a new IRP and explain that she must participate in the activities agreed upon in her revised IRP to avoid future sanction. For example, the only activity she may be able to safely do is to contact her WFSSS or family violence advocate on a regular basis by phone. However, she may want to integrate other activities into her IRP as well, and this may be indicated on the family violence service plan. See WFHB 6.5.17.
#3: No good cause found – Past Family Violence isn’t preventing participation – Four-week (28 day) sanction cure requirement
This woman comes in to develop a new IRP to cure sanction. Previous family violence had been disclosed, and she reports that she continued attending weekly family violence support group meetings but stopped attending job search because she thought she found employment and the job fell through. Past family violence did not contribute to her non-participation. She will be required to complete a four-week (28 day) cure to lift sanction. We would encourage her to stay connected with a local advocate or family violence program to assist her in staying safe. See WFHB 6.5.17.
#4: No good cause found – Current Family violence is preventing participation – Waive sanction cure requirement
This man reports that he wants to cure his sanction, but his abuser returned last week and made physical threats. This is new and significant family violence that will keep him from meeting participation requirements but didn’t exist when he entered sanction. Regardless of the reason for the original sanction, after the Sanction Re-engagement is completed, we waive his four-week (28 day) cure requirement and remove the sanction penalty. We should explain that he must participate in the activities agreed upon in his revised IRP to avoid future sanction. Refer him to a worker or advocate trained in family violence to create a family violence service plan and use that plan as a guide for developing a new IRP. For example, the only activity he may be able to safely do is to contact his WFSSS or family violence advocate on a regular basis by phone. See WFHB 6.5.17.
#5: No good cause found – Past Family Violence isn’t preventing participation – Four-week (28 day) sanction cure requirement
This woman reports that she has been away from the abuser for two years, and thinks that she may need some help resolving issues that are a result of living with the abuser but acknowledges that she doesn’t fear that he will find her at this time. She had answered that she had been in a family violence situation during her Comprehensive Evaluation, but reported that she didn’t need help at that time. She also reported that she did not attend job search because she lost the paperwork and didn’t know where to go or who to call. Because family violence was not the reason she was not participating in her IRP, there is no good cause. Refer the participant to a worker or advocate trained in family violence to create a family violence service plan. Use this family violence service plan as a guide for developing a new IRP. Her family violence service plan indicates that with a family violence activity she should be able to participate full-time in another activity. This woman’s past family violence experience was affecting her current behavior but was not significantly related to her inability to participate. You discuss the Community Jobs program with her, and she agrees that would be a better fit than returning to job search. Because she is able to participate in activities other than those related to family violence, she will be required to complete a four-week cure to end sanction. See WFHB 6.5.17.
Note: If a situation occurs where WF staff make an initial determination on the participant’s family violence service plan because an advocate is not available and later the advocate comes to a different conclusion about what the client can safely do, the worker should discuss the family violence service plan with the advocate.
Screen or re-screen participants for family violence during the good cause appointment before sanctioning a participant and proceed with sanction if screening doesn't identify family violence. However, if screening identifies family violence follow the steps below:
Consult with a WFSSS or family violence advocate (Case Staffing) to determine if the violence is preventing the participant from participating in job search or work activities if screening identifies family violence.
Clearly document this in the family violence notes and continue the sanction process if family violence isn't currently impacting the participant's ability to do job search or work activities; or
Don't proceed with the sanction process.
Update the 'special record' IRP in eJAS with appropriate activities that will move the participant forward safely.
Clearly document your decision if the participant disclosed family violence, but you determining that whatever abuse is currently taking place, or historically occurred isn't the reason they aren't following through with their IRP.
Note: Documentation of the family violence issues must be indicated in the Family Violence Category in eJAS.
Good documentation is extremely important in these situations. It is important to document family violence information in the family violence note type in eJAS to protect the safety of participants.
Revised September 9, 2024
Legal References:
The Disabilities section includes:
This section includes information about medical conditions (physical, mental, emotional disorders or learning disabilities) that can interfere with a participant's ability to work, prepare for work or look for work. Substance abuse/chemical dependency, which can also interfere with participation, is covered in the following section of the handbook, Substance Abuse 6.7.
Approval of deferrals or exemptions can only occur with medical evidence that documents what the participant can and cannot do.
Our goal is to promote consistent decisions, increased participation and better outcomes for WorkFirst participants with physical, mental or emotional conditions.
Guiding principles to support participants with medical conditions:
As shown in the Medical Evidence Evaluation Basic Flow Chart, WorkFirst staff use a consistent process to respond when a participant shares they may have a physical disorder (XM), a mental or behavioral disorder (XG) or a learning disability (XJ). Throughout the process, the participant can receive accommodations to support activity engagement before moving to full-time participation.
WorkFirst staff start by obtaining medical evidence to determine what the participant can and cannot do. Obtaining the medical evidence is the first step even if the participant has applied for SSI on their own. Evidence is needed to determine whether the participant qualifies for a WorkFirst deferral or exemption, and to assist with participation planning, including whether they need a referral for SSI facilitation.
WorkFirst staff reviews the medical evidence to determine the next steps:
When the participant reports, or appears to have, a medical, mental or behavioral condition that interferes with their ability to participate, WorkFirst staff work with participants to obtain medical evidence to determine what they can and cannot do. Types of providers you may use are found in WAC 388-310-0350.
WorkFirst staff obtain the following information from the participant up front, in order to follow up as needed:
Note: If staff don’t have access to Barcode, they may use a hard copy of the DSHS 14-050, Statement of Health, Education and Employment form, in case the medical evidence shows the participant may be a viable SSI candidate.
WorkFirst staff completes the IRP using the OR eJAS component code requiring the participant to obtain medical evidence within 30 days and offers to help the participant obtain the evidence as needed. Supervisory approval must be obtained before the participant may be given more than 30 days to obtain medical evidence.
If needed, time can be extended in 30-day increments with supervisor approval, if the following is done:
The OR IRP template requires the participant to provide the DSHS 10-353 form or alternative medical evidence that provides the:
WorkFirst support services are available to pay for medical evidence when existing medical evidence is insufficient, and the participant would incur a cost to obtain the necessary examinations or testing.
WorkFirst staff may purchase exams or testing to:
Determine if a participant’s impairments are appropriate for an SSI referral; or
Support a SSI application when:
Recommended by the contracted physician, or
Following an SSI denial if it was overlooked and appears necessary to establish SSI eligibility.
Do not use WorkFirst support services to purchase medical evidence when:
Washington Apple Health should normally cover the cost of the medical exam and form completion. However, the medical professional may charge for copies of the participant's chart notes. It may be appropriate to pay for missed doctor appointments when our staff set up the appointment for the participant and the participant was not able to give the doctor a 24-hour cancellation notice.
See categories 34 (testing/diagnostic) and 37 (medical exams/services) in the WorkFirst Support Services Directory for the types of medical exams and services that can be purchased using support services.
WorkFirst staff reviews the DSHS 10-353, WorkFirst Documentation Request for Medical/Disability Condition and any chart notes. If the participant provides alternative medical evidence, contact the doctor as needed to obtain the key information below.
Depending upon the participant's situation, use these eJAS codes:
WorkFirst staff:
Based on the medical evidence and EA screening, determines:
If the participant is suspected of having a learning disability, refer the participant to their Care Manager who uses the eJAS Learning Needs Screening to:
Revised: December 12, 2024
Legal References:
The Substance Use Disorder (SU) section includes:
Substance use disorder is the use or overuse of a legal or illegal chemical or substance, including alcohol, in a way that is different from the way it is generally used medically or socially.
Substance use either creates disruption or problems for the user or complicates an existing problem in the individual's life. It does not matter whether the person is abusing the substance by choice, or abusing as part of an addictive pattern. Eventually, substance use may impact the person physically, behaviorally, socially, occupationally, or in other ways and could lead to chemical dependency.
Chemical dependency occurs when the person's use/abuse of alcohol, chemicals, or other substances progresses to physical and/or psychological dependence. Chemical dependency means the person is addicted to the substance. Addiction is the loss of control and compulsive use of a mood or mind altering chemical along with the inability to stop the use in spite of the fact that such use is causing problems in their life.
Substance use disorder assessments must be completed by a Licensed Chemical Dependency Professional (CDP) to determine:
Persons who are eligible for WorkFirst likely qualify for Washington Apple Health.
WorkFirst participants do not need to be referred by an ADATSA assessment agency to receive treatment. They can receive assessment and treatment services from any Division of Alcohol and Substance Abuse (DASA) treatment agency contracted to provide services to WorkFirst participants.
WorkFirst participants without Washington Apple Health due to citizenship verification requirements who need substance use disorder treatment may be able to access ADATSA (W02) services. Please refer to section 6.3.5 How do we treat participants with medial issues who do not have Washington Apple Health?
Require participants to apply for Washington Apple Health in their IRP if they don’t currently have coverage so they can access a substance use disorder assessment or treatment. Failure to apply for Washington Apple Health without good cause may result in sanction (See WAH Application IRP for suggested IRP language).
Note:
Priority populations are pregnant individuals, injecting drug users, WorkFirst families (parents with dependent children), and youth.
Consider a referral for a substance use disorder assessment when there is; |
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Some conditions are so severe that a participant should be concentrating solely on getting medical treatment. |
A history of unfinished substance use disorder treatment. |
Behavior consistent with being under the influence of excessive drug/alcohol use, such as:
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Individuals self-reporting that drug or alcohol use caused:
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Admission to modality of care is determined based on the American Society for Addiction Medicine patient placement criteria.
1. Detoxification Services
2. Intensive Inpatient/Residential Treatment
Provides up to 30 days of a concentrated short-term program of:
3. Recovery House/Residential Treatment
Provides up to 60 days of care and treatment with social, vocational, and recreational activities to aid in patient adjustment to abstinence and to aid in job training, employment, or other types of community activities. Treatment includes individual and group counseling by a CDP.
4. Long-term Inpatient/Residential Treatment
Provides up to 180 days of care and treatment to chronically impaired alcoholics/addicts who have personal-care capabilities. Treatment includes:
5. Outpatient Treatment
Programs of care include individual and group treatment services of varying duration and intensity according to a prescribe Treatment Plan and education directed at relapse prevention, HIV/AIDS, hepatitis B & C, and sexually transmitted diseases.
The Division of Alcohol and Substance Abuse (DASA) also administer Pregnant and Parenting Women's (PPW) programs, such as Safe Babies Safe Moms (SBSM), Parent Child Assistance Program (PCAP), and treatment for Opiate dependence.
PPW programs address specialized needs associated with substance use disorder/chemical dependency for pregnant and parenting women, including:
Safe Babies/Safe Moms Program:
Parent Child Assistance Program:
Opiate Dependency
Federal law prohibits the disclosure of personal information relating to alcohol and/or drug use, with criminal and civil penalties applied for unauthorized disclosure. This means:
Be particularly thorough in the completion of the form if you are requesting an exchange of information regarding a participant either:
The form must be very specific as to the purpose of the release and to whom the information is to be shared. If the forms are not completed thoroughly and correctly, the treatment agency cannot give any information and you may not share information.
Information stored in eJAS Special Records Chemical Dependency notes is highly restricted and protected. Enter all substance use disorder assessment and treatment information on the Chemical Dependency Special Records screen in eJAS notes. Do not document information about the substance use disorder assessment or treatment in less protected areas of eJAS.
When adding the requirement to follow through with a substance use disorder assessment and any treatment requirements on the individual's IRP, WorkFirst staff include the requirements to the Special Records IRP available in eJAS.
For tracking purposes, it is very important to always enter the following appropriate eJAS code when a participant is referred for a substance use disorder assessment and when an individual enters treatment.
Use the following appropriate eJAS code when an individual is referred for a substance use disorder assessment or when an individual enters treatment: SR - Referred for substance use disorder ASSESSMENT.
WorkFirst staff suspects there is a substance use disorder problem and:
The treatment agency completes the substance use disorder assessment, and
The Case Manager:
If the Case Manager finds out that a participant is already in substance use disorder treatment, they:
It is not uncommon for individuals to relapse during treatment, especially during the early stages of recovery. Relapses, within themselves, should not be considered as non-compliance. Therefore, individuals should not be sanctioned or have treatment services denied just because there was a relapse.
Without good cause, failure to have a substance use disorder assessment or attend treatment when the need has been identified may be considered non-compliance. Work closely with the CDP to ensure the treatment plan is being following. Case staffings involving the individual and the CDP are strongly recommended. Individuals are much more likely to be successful in their recovery if they have support of others including their Case Manager.
Revised September 9, 2024
Legal References:
The Exemptions section includes:
6.8.1 What are exemptions?
Exemptions support households where situational needs create hardships to engagement in WorkFirst activities. In most circumstances, exemptions waive mandatory participation requirements for individuals who aren't able to actively engage in work, look for or prepare for work.
When placing a participant into an exemption, their specific situation and needs are assessed, taking into consideration the entire household. Participants are granted an exemption if they:
An exemption from participation may not always be appropriate. Participants who have health or family issues that temporarily interfere with their ability to work (instead of exempt) from job search and other WorkFirst activities are deferred from participation. See WFHB 6.3, Deferrals, for more information.
Example #1: Lee is a single parent with two children ages 12 and 14. Lee is also caring for their elderly father who was recently diagnosed with dementia, lives in their home and needs round the clock care. Lee shares with the Case Manager that there is relief care available when Lee sleeps, but that during the day Lee needs to be home to support with daily activities for their father. Lee and the Case Manager agree their IRP should reflect that Lee is exempt from participation due to caring for an adult relative with a severe and chronic medical condition (ZB component).
Example #2: After many years of medication management, and behavioral and medical treatment, Micah has been denied at the final appeals level with SSA for SSI for his diagnosis of severe depressive disorder and severe pain disorder. Micah also has a back injury that keeps him from returning to heavy exertion types of employment. With the combination of his severe depressive disorder symptoms and his sedentary work needs, Micah is unable to return to the workforce at this time. His Case Manager has provided him resources for retraining with the Division of Vocational Rehabilitation - DVR (WFHB 1.2.9), but Micah stated his symptoms, severe pain, and insomnia create problems for him to focus and maintain employment. He has provided medical evidence from both his medical and behavioral health providers stating his condition is 12 months or longer in duration and treatment will not lessen his symptoms. Micah and his Case Manager agree his IRP should reflect that he is exempt from participation as an adult with severe and chronic disabilities (ZD component).
Example #3: Maggie provided documentation that she has bipolar depression, anxiety, a history of substance abuse and some permanent limited mobility due to a back injury which limits her ability to sit or stand for long periods of time. Her doctor said that due to Maggie’s mental and medical health issues, she would be unable to work for 12 months or longer. The doctor recommended that Maggie could benefit from mental health treatment and referred her to begin counseling and medication. Maggie and her Case Manager agree that applying for SSI would be a good option for long-term income. Based on the conversation with Maggie, and documentation from her doctor, her IRP should reflect that she is exempt from work activities as an adult with severe and chronic disabilities (ZD component). However, in addition to the ZD component, based on the direction of her doctor, her IRP would also require mental health treatment (XG component) and working with the SSIF to pursue SSI (XB component).
Example #4: Rene is a single mother of a child who is seven and has significant behavioral needs. Her child isn’t able to attend school due to the child’s emotional and medical needs. Rene is working with her child’s providers to evaluate and support the child’s needs. She has multiple appointments out of town to see specialists and is unable to engage in work or related work activities. She met with her Case Manager to see the public health nurse. Per the public health nurse’s assessment,
Rene will need to take her child to medical appointments, and care for their needs for the next 12 months. Rene and her Case Manager agree her IRP should reflect that she is exempt from participation, per the public health nurse’s assessment, so she can be available to care for her child with special needs for the next 12 months (ZC component).
See WFHB 6.4 – Children: Special Needs for details on how to support families who need referrals to the public health nurse or, if there isn’t a public health nurse in their area, support to find resources.
Documentation to support an exemption may come from a variety of sources based on the participant's situation. Medical documentation must be adequate to identify the severity and duration of the disability. Exemptions can't be approved without the appropriate documentation, see WFHB 6.6. If there are questions about the medical evidence, WorkFirst staff seek support from peer Case Managers or the SSIF to staff the case, reviewing evidence together to support the participant in their goals.
For the Infant Exemption see WFHB 5.1, Pregnancy to Employment and WAC 388-310-0300 and WAC 388-310-1450 (exemption from full-time participation for a maximum of 730 days in a lifetime if caring for a child less than two years of age).
For an older, needy caretaker relative, proof of age (55 or older) is all that is needed to approve an exemption. These exemptions do not require periodic reviews to determine if the relative continues to meet exemption criteria.
An exemption may be approved for an individual who is needed in the home to care for a child with a special medical, developmental, mental or behavioral condition when the child is determined to require specialized care or treatment that significantly interferes with the individual's ability to prepare for work, look for work or work.
Documentation may include statements by a public health nurse, physician, mental health provider, school professional, other medical professional, HCS, MHD and/or a RSN.
To determine whether the individual qualifies for an exemption, Case Managers:
The exemption must be reviewed at least every 12 months to determine if the person continues to meet the exemption criteria. Depending upon the individual's circumstances, the review period may be shorter. A case staffing may be leveraged to support review of the case. See the 3.4 Case Staffing section for more information.
See 6.4 Children: Special Needs section for more information about children with special needs. See also Examples of Caring for a Child with Special Needs.
Exemptions may be approved for individuals needed in the home to care for an adult relative with a verified disability who cannot be left alone for significant periods of time and the individual is the only one available to provide care. The individual is exempt from participation if they can only participate 10 hours or less per week due to providing this care.
Documentation includes evidence of disability from a medical/mental health professional or from DDA, DVR, MHD, RSN or HCS. The exemption approval process and review requirements are the same as those for Children with Special Needs.
We may approve exemptions or long-term deferrals for adults with chronic and severe disabilities. To make the exemption/deferral decision, Case Managers:
If the medical evidence shows the person has a chronic and severe physical, mental or behavioral disorder, Case Managers:
SSI referrals (XB), exemptions (ZD) and long-term deferrals (XG or XM) must be reviewed at least every 12 months to determine if the person continues to have a chronic and severe medical condition.
A participant with chronic and severe disabilities may be approved for SSI, resulting in long-term cash assistance and on-going health care coverage. However, it can take a year (or more) to get a final decision.
The Case Manager:
Uses the SSI Track Flow Chart to determine who may receive facilitated SSI applications (similar to the ABD process).
If the participant’s disability appears likely to meet SSA criteria, the Case Manager refers the case directly to the SSIF with all relevant medical records.
If it is unclear whether the participant’s disability will meet SSI criteria, the Case Manager refers the case to the contracted physician using the Barcode TANF Disability Assessment subsystem, (see TANF Contracted Physician Referral Desk Aid for instructions on process and completing DSHS 14-507 Disability Assessment).
Documents needed for the TANF contracted Physician Referral:
Recent medical records and all relevant medical records that help to establish duration of impairment or show treatment history.
Ongoing case management duties as follows:
The contracted physician:
Determines when a participant appears to meet SSI Disability criteria.
Provides a DSHS 14-507B, Disability Assessment: TANF Decision form with their review and reasons for approval or denial.
The SSIF:
WorkFirst staff may refer participants who want to work, but need assistance due to a physical, sensory, cognitive, or mental disability, (see Social Services Manual - DVR.) If accepted into the program, DVR can provide:
If the participant is exempt due to a severe and chronic disability, they may be required to participate in limited activities per WAC 388-310-0350 (4). This is limited to activities that support:
Exempt individuals may voluntarily participate. WorkFirst will provide services or refer voluntary participants to service providers for assistance and support.
What type of activities can exempt individuals voluntarily participate in?
For those who choose to voluntarily participate, eJAS exemption codes remain on the case to ensure that sanction will not be imposed for failure to participate.
The following eJAS codes are used when an individual is approved for an exemption or long-term deferral:
The codes below may be coupled alongside the ZD exemption component to indicate mandatory participation per WFHB 6.8.9 or may be used to support voluntary activity engagement per WFHB 6.8.10.
WorkFirst Staff work with participants as described below.
Revised On: March 1, 2017
The Education & Training Overview section includes:
A participant's employment plan may include education and training based on the results of the comprehensive evaluation , the strategy for stacking activities or the continuous activity planning (CAP) meeting.
The WorkFirst program offers several training options for participants and young adults to enhance their skills and employability. There are different rules and procedures to follow for the various options.
Education and training includes:
Education and training can be added to a participant's Individual Responsibility Plan (IRP) while on WorkFirst.
Under the new federal definitions, both basic education and ESL fall under the federal category of job skills training directly related to employment (and coded JT ) when a participant is participating in core activities. The participant's employment plan or education and training plan should document that the basic education or ESL is giving the participant skills needed for employment. Stand-alone ESL is coded ES and does not count towards participation.
DSHS staff can decide whether to code ESL as ES or JT based on whether the participant is participating in a core activity. Community and technical colleges will decide which eJAS code to use for all other WorkFirst education and training activities and add that information to the participant's education and training plan.
For more information about Life Skills training, please refer to section 7.3.6 - What is Independent Life Skills Training?
The following chapter sections give information about the approval process, monitoring and policy for each training option.
To calculate participation hours, use the actual hours the participant is in the education and training activities, to include classes, labs, and supervised study halls/tutoring sessions, and up to one hour of unsupervised study time for every scheduled hour of class time. Total homework time counted for participation cannot exceed the hours required or advised by a particular educational program.
Only classes with an expectation of homework may be eligible for unsupervised homework hours. If there is no homework expectation, we cannot claim homework hours.
Normally, we can claim one hour of homework time for each hour of scheduled class time. So, if a participant is scheduled to go to class for 5 hours a week, we can claim 5 hours of homework time a week, even if the participant misses some classes during the month.
However, if the participant drops out and is referred back to the CSO, we need to do things differently.
If a participant is referred back to the CSO, we can only claim one hour of homework time for each hour they actually attended class for that month. So, if a participant is scheduled to go to class for 5 hours a week beginning 5/1, attends class for 10 hours between 5/1 and 5/15 then drops out and is referred back to the CSO, we could only claim 10 hours of homework time for the month of May.
Every WorkFirst partner captures homework hours differently. For example:
For more information and links on how different partners capture and process homework hours, please see the Capturing Homework Hours chart.
Note: Homework cannot be counted as WorkFirst participation hours for Life Skills training.
DSHS staff will use a shortcut method to pick up most, but not all, countable homework hours from non-contracted, non-partner educational providers. They will:
Excused Absences
After two excused absences in a calendar month, the WorkFirst partner/provider will:
Unexcused Absences
After two unexcused absences in a calendar month, the WorkFirst partner/provider will:
ESD will:
This allows the participant to remain in the activity while the service provider, case manager and participant have an opportunity to discuss whether participation in this activity is appropriate.
If it is decided that the activity is not appropriate for the participant, the WorkFirst partner/provider will refer the participant back to DSHS.
For more on how to treat excused and unexcused absences, please refer to section 3.7.1.5.
Revised: September 20, 2021
Legal References:
The Vocational Education section includes:
The following sections give information about the requirements and approval process for each of these vocational educational options; Vocational Education (VE), Customized Job Skills Training (PE), High Wage/High Demand (HW) and Degree Completion (DC). There is a cumulative lifetime 12-month limit on vocational education with respect to counting toward federal participation.
There may be instances when basic skills education has been embedded by the college within a vocational educational training activity like Integrated Basic Skills and Training (IBEST) and Customized Job Skills Training (CJST). Such basic skills education may count as vocational educational training as long as it is short-term and is a necessary or regular part of the vocational educational training.
Whenever possible, recommend the participant pursue these vocational education activities on a full-time basis, as there is a lifetime 12-month limit on vocational education with respect to counting toward federal participation. See WFHB 1.2.3 for information about adding an additional three hours (preferably core activity hours) to the participant’s IRP when possible. In most cases, vocational education meets the strengthened participation requirements, but add an additional three hours core or non-core when feasible.
A participant who previously participated in a vocational educational activity may benefit from additional vocational education. There is a federal lifetime participation limit of 12-months in a vocational activity however VE activities may be extended to 24 months when the education program meets specific criteria under state law. See section 7.2.15 What is the Vocational Education Extension?
Education and Training Hours
To calculate participation hours, use the actual hours the participant is in the education and training activities, to include classes, labs, and supervised study halls/tutoring sessions and up to one hour of unsupervised study time for every scheduled hour of class time. Total homework time counted for participation can’t exceed the hours required or advised by a particular educational program.
For more information on how to calculate education and training hours, please refer to section 7.1.3.
Vocational education includes training that leads to a certificate or degree in a specific occupation. Vocational education programs are organized educational programs that directly relate to the preparation of individuals for employment in current or emerging occupations that require training other than a baccalaureate or advanced degree. To count as approvable vocational education for WorkFirst, the training must be provided by a:
Please see section 7.1.5 for a step-by-step guide for non-contracted/non-partner education activities.
As there is a time limit, whenever possible, recommend the participant pursue vocational education activities on a full-time basis to get the most out of the available months. Authorize vocational education as a Core Activity if the parent/caregiver participates in this activity for a minimum of 20 hours per week. Vocational education may be stacked with work or work-like activities if participants need additional activities to meet their participation requirements.
The 12-month lifetime limit of full-time vocational education and high-wage/high-demand activities may extend up to 24 months as long as it meets specific criteria. See section 7.2.15 What is the Vocational Education Extension?
CJST (coded as PE), formerly known as Pre-employment training, is an 8-22 week training program customized for specific employers or tied to a specific industry. CJSTs must include industry-specific technical training, correlate to jobs with good labor market demand, and target fields with better than average entry-level wages for the local area.
CJST is a Core Activity as long as the parent/caregiver participates in this activity for a minimum of 20 hours per week. Participants meeting the requirements for CJST must be able to begin the CJST within 30 days. During the 30-day or less waiting period, the WorkFirst staff should review other available work activities such as Community Service opportunities stacked with non-core activities to meet participation requirements.
CJSTs are reported as vocational education for federal participation requirements.
I-BEST combines vocational skill training with basic skills/English as a Second Language (ESL). It is considered full-time training and must meet full-time standards. Basic Education for Adults (BEdA)/ ESL instructors and professional-technical instructors work together in the classroom to provide participants with literacy education and workforce skills.
A participant who qualifies for BEdA/ESL according to the CASAS appraisal and who wants to learn language or basic skills in the context of a particular vocational skill area would benefit from I-BEST. Approve I-BEST for up to 12 months* or up to 24 months with approval of a vocational education extension when:
I-BEST is a vocational education (VE) program and, as such, is a Core Activity if the parent/caregiver participates in this activity for a minimum of 20 hours per week. I-BEST may be stacked with work or work-like activities if additional activities are needed to meet their participation requirements.
I-BEST programs are reported as vocational education (VE) for federal participation requirements.
Participants in approved education and training qualify for child care assistance and support services once it is added to their IRP. The WorkFirst staff may add VE or PE to the IRP when it is indicated as an appropriate activity in the comprehensive evaluation results or the CAP .
If the appropriate Employment Pathway is education and training then:
* If the employment plan recommendation or continuous activity planning isn’t appropriate, refer to Chapter 3, section 3.2.1 Comprehensive Evaluation.
Participants are required to engage in approved WorkFirst activities during summer school break. This may include other education and training, job preparation, or paid or unpaid work activities. Colleges provide many of these additional activities.
For participants who enroll in job preparation activities by the college during the summer break (i.e. Life Skills training):
College staff:
The WorkFirst staff:
If participants are:
Participants continuing to participate in vocational education activities during the summer break can remain in a VE component with no change to the IRP.
For participants who start employment during the summer break or increase their work hours, the WorkFirst staff reviews the participant's employment and updates the component and IRP as appropriate.
High-Wage, High-Demand and Degree Completion training – (eJAS components HW and DC) refers to vocational training programs that:
The rules for both types of training (High-Wage/High-Demand and Degree Completion) are basically the same and described in WAC 388-310-1000(4). Both are full-time training options for TANF recipients:
For both High-Wage, High Demand (HW) and Degree Completion (DC) training, the program must be in a High Wage, High Demand field as defined below.
If the above information isn’t available for the program but local staff believe the program meets the high wage and high demand criteria, staff should compile demand and wage information for which access is available.
Institutions authorized to provide HW and DC training may include:
For federal participation reporting purposes, HW and DC training is reported as a core activity and counts toward the 12-month lifetime limit* for Vocational Education. It should be as full-time as possible and can include both supervised and unsupervised homework time.
If a participant is participating in HW or DC less than full time, the WorkFirst staff must stack appropriate activities to bring the participant to full time participation.
To be approved, HW and DC training must start by the beginning of the next school quarter. During the waiting period, the WorkFirst staff should review other available work activities, such as Work Experience opportunities, stacked with non-core activities to meet participation requirements.
If a participant needs to wait longer for classes to begin, they must go directly to, or remain in, another activity according to their comprehensive evaluation or continuous activity planning (CAP).
WorkFirst staff may add High Wage/High Demand or Degree Completion training when it is identified as a goal of the participant and would be beneficial to their path forward towards financial stability, as indicated in the comprehensive evaluation using the Pathway Development Tool (PDT) or the CAP. Each educational program option has its own criteria. Each specific vocational certificate and degree program must also be approved. Please see the approval processes below for HW and DC.
HW and DC can be approved one-time only, barring an approved exception to policy. Participants must also:
Participants in approved education and training qualify for childcare assistance and support services once it is added to their IRP.
* If the employment plan recommendation or CAP isn’t appropriate, refer to Chapter 3, section 3.1-Comprehensive Evaluation.