MEMORANDUM

DATE:            May 17, 2002

TO:                  All Alaska Temporary Assistance Manual Holders

FROM:            The Policy and Program Development Team

                          Ellie Fitzjarrald, Chief

SUBJECT:    Temporary Assistance Manual Change #6

This manual change incorporates the 60-month policies and case staffing procedures that were issued last October.  These materials have been field-tested by staffing teams all across the state over the last 6 months, and a number of enhancements and suggested changes have been incorporated based on the feedback we received.

This is new territory for all of us - staff and families alike.  Many families have moved off of assistance and into jobs, and some families will have their assistance end because of the time limit.  However, the majority of ”long term” recipients who remain on the caseload have not been successful for the very reasons outlined in our 60-month policies.  The time limit exemption policies we have developed, along with the criteria to receive extensions, ensure that we have a safety net in place for our most vulnerable families, while maintaining the integrity of the time limit principle.

Policy and Program Development, Field Services, and Systems Operations have worked closely to develop the tools needed to implement the 60-month time limit provisions.  We hope these policy improvements and the EIS Eligibility Information System enhancements implemented on May 13th will assist you in working with families approaching the time limit or needing an extension of benefits.  

Many staff contributed time and energy to this project.  Thanks to each of you who have helped us with the development of all of our 60-month supports.  A special thanks to Marilee Roberts who led our 60-Month Project ”Early Families” and ”Transition” teams, and dedicated a significant amount of her time to this work.

If you have any questions, please contact any member of the Policy and Program Development Team at 465-3347 or email us at dpapolicy@health.state.ak.us.  We are interested in getting feedback from you, and can arrange teleconferences to clarify any questions.

EFFECTIVE DATE

These policies and procedures take effect immediately.

EIS Eligibility Information System notices and denial/closure reason codes have been created to support the case staffing and 60-month time limit polices.  These are summarized on the charts below:

Conversion Guide

Most families who will reach their 60-month lifetime limit on assistance in June 2002 have been staffed and either approved or denied an extension of benefits.  Case workers need to:

• Send EIS Eligibility Information System notice W191 to notify families approved for an extension.

• Send EIS Eligibility Information System notice W415 to notify families denied who will have their case closed because they do not meet the criteria for an extension.

• Send EIS Eligibility Information System notice W418 to notify families who will have their case closed because we do not have enough information to determine if they qualify for an extension.  This notice should also be used when the client has refused, or despite our repeated attempts to contact the client, has been non-responsive to our request for information to determine if the family would meet the criteria for an extension or whether they want an extension of benefits.

Documentation

Some staff have asked about the documentation needed to support the approval or denial of extensions to the time limit.  Documenting 60-month extension decisions is no different than documenting other decisions relating to eligibility for assistance and other services.  Case workers need to clearly identify:

• The action that was taken (was the extension approved or denied);
   

• The evidence and information used to supports the action;

• How the information was applied to reach the decision.

To assist workers with documentation relating to the 60-month time limit and extension of benefits, two forms were developed:

1. The " ATAP Alaska Temporary Assistance Program Case File Summary and Recommendations" form is used to record clear and consistent information resulting from the case staffing process, and to document progress on outcomes and objectives.

2. The "Extension Review" form is used to record information supporting the approval or denial of an extension.
    

Documentation is the key to good customer service and quality case work.  It is also important when our decisions are challenged through the Fair Hearing and administrative appeal process.  Using the tools that have been developed will allow us to construct a complete and accurate record of each family's situation, and will provide the basis for quality, supportable decisions when working with families in their self-sufficiency endeavors.

Filing Instructions

Discard:                                                                        Insert:

Chapter Contents and pages B-1 through B-6          Chapter Contents and pages B-1 through B-30