1001  ENGAGEMENT AND ASSESSMENT

Any job is a good job and the best way to succeed in the labor market is to join it as soon as possible.  This principle drives DPA Division of Public Assistance's philosophy of rapid engagement to the workforce for all clients seeking assistance.  Through rapid engagement and a thorough assessment process, clients are able to take increasing ownership and responsibility.  Engagement and assessment are key elements in a client's success in establishing self-sufficiency and are a Federal and State requirement. (45 CFR 261.11, 45 CFR 260.52 and TANF State Plan 4.2 and 4.7).

The Case Manager's ability to carry out strategies to engage the client in moving forward demonstrates due diligence.  A strong working relationship between case managers and their clients is built over time.  A relationship begins when the family requests cash assistance.  The case management role is to capitalize on the family's strengths and assist the family in accessing the full range of community resources to help them achieve self-sufficiency.

1001-1  RAPID ENGAGEMENT

Rapid engagement of services in required upon referral to Work Services.  Client engagement is required even if the client is referred in "pend" status.  Rapid engagement is defined as completion of an initial employability assessment within 30 days of referral, including a completed Family Self-Sufficiency Plan (FSSP Family Self Sufficiency Plan) as the final product of the assessment.  It is the Work Service Provider's responsibility to engage the client as soon as they become aware the client has applied for Temporary Assistance.

Upon referral, clients are eligible to receive the full range of case management services.  If it is determined a client is ineligible for ATAP Alaska Temporary Assistance Program at a later date, the Case Manager will take the necessary steps to close the clients' work services case.

CMS Case Management System documentation is required for all attempts at client engagement and re-engagement.

1001-2   EMPLOYABILITY ASSESSMENT

An employability assessment of strengths, skills, prior work experience, education, training, and other characteristics affecting the participant's ability to work is required for each individual who is:

1. Age 18 or older, or;

2. Under age 18, without a high school diploma or GED General Education Diploma, and not attending secondary school;

3. In addition to the requirements noted above:

1. In a two-parent family both parents must have an employability assessment, and;

2. If the household includes an ineligible alien or the father of an unborn child in a 3rd trimester case, these individuals must be referred for case management and be given the opportunity to engage in program activities;  but participation is voluntary and clients cannot be penalized for non-participation.

3. A new client or a returning client will need to complete an Employment Planning Interview including the TA5 within 30 days of referral if the participant's case closes for a calendar month and is re-referred to work services.

Clients will need to complete a new Employability Assessment (including the EPI Employment Planning Interview) within 30 days of referral if the participant's case closes for a calendar month and is re-referred to work services.

A thorough employment assessment is not a form or an interview.  It is an open discussion with a client that is an ongoing process.  Every interaction with the client is an opportunity for an assessment.  Thorough documentation of the employment assessment conversation is required.

Information from screenings, assessments and other service providers are used to help the client develop an effective FSSP Family Self Sufficiency Plan, identify services needed, assign meaningful activities, and provide appropriate supports that promote and assist the participant's progress toward self-sufficiency and independence from Temporary Assistance.

1001-3  INITIAL EMPLOYMENT PLANNING INTERVIEW INSTRUCTIONS

1. Case Managers and participants alike need a clear picture of where an ATAP family is in order to determine how to effectively progress toward self-sufficiency.  A thorough employment assessment is not a form or an interview.  It is an open discussion with a client that is an ongoing process.  Every interaction with the client is an opportunity for an assessment.  Thorough documentation of the employment assessment conversation is required.

2. Case Manager Responsibilities:  The Employment Planning Interview (EPI) and form TA5 must be completed within 30 days of the client's referral to Work Services.  Do not allow the form itself to drive the employment planning interview.  Remain open and flexible to your client's responses and allow for  deviation in order to explore topics.

The client may be given the TA5 prior to the initial appointment.  Otherwise, the TA5 is completed during the employment planning interview (EPI).  Each section is concluded by a "Case Manager's Summary of" and the section title.  The summary should demonstrate a conversation regarding the answers provided by the client and the follow-up questions and resulting discussion.  This section is used to begin strategizing goals and steps to be included on the FSSP(s).  Not every component considered during the EPI needs to be included on the initial FSSP.  Case managers may find it useful to review the EPI from time to time for consideration in on-going planning.

3. Employment History:  Client completes all questions.  After discussion, the case manager completes the "Case Manager's summary of Employment Status".

This section captures the client's current employment status, work history and job outcomes.  The questions in this section are designed to be "open ended" questions that should lead to a more in depth conversation between the case manager and the client with a focus on immediate employment or the supports needed for the client to either maintain their current employment or immediately engage in employment related activities.

4. Future Work:  Client completes all question.  After discussion, the case manager completes the "Case manager's summary of Future Work.

This section assesses the client's ability to seek and secure work.  The answers provided by he client should lead the case manager to assess a client's preparedness for employment by considering the following and expanding on the client's responses:

• How prepared is the client to obtain employment?

• What are their skills in terms of seeking employment?

• Does the client know what type of work they want to do in the future?

• Does their resume accurately reflect their skills and time on the job?

• Does the client have solid references?

• What methods does the client use to seek employment?

• Is the client accessing every resource available to them for job search?

• Is the client adequately prepared to maintain/advance in current employment?

• Is client prepared to engage in employment seeking activities as soon as possible?

• Does the case manager need to make any referrals for job development/job readiness or other self-sufficiency activities?

5. Work Skills and Experience:  Client completes all questions.  After discussion, the case manager completes the "Case Manager's summary of Work Skills and Experience.

This section provides the case manager and client with a clear picture of the type of occupations in which the client has the most experience.  The answers provided by the client lead to case manager to assess a client's readiness for employment and the appropriate activities to incorporate on the FSSP.

6. Skills and Knowledge:  Client completes all questions.  After discussion, the case manager completes the "Case manager's summary of Skills and Knowledge.

This section further expands on the clients work skills and experience by looking at the client's actual "hands-on: skills and industry specific experience.  Case managers should be able to accurately assess proficiency within a specific certification/licensing to pursue higher level employment.

7. Resources:  Client completes all questions.  After discussion, the case manager completes the "Case Manager's summary of Resources".

This section is very basic and addresses what resources the client currently has and how those resources can contribute to their overall self-sufficiency.  Case managers should be able to evaluate if the client has the necessary resources in place to successfully seek or maintain employment or engage in activities.

8. Education:  Client completes all questions.  After discussion, the case manager completes the "Case Manager's summary of Education".

This section covers the clients' overall educational status.  Review of this section should lead the case manager to discuss any specialized training the client has received, higher education actions or goals, or ift he client has any familiarity with job readiness or job search assistance activities.  Case managers should be able  to:

• Identify client's level of education;

• Make referrals for GED preparation if appropriate;

• Identify any special education or learning requirements that may need to be considered or may require additional referrals or facilitation by the case manager;

• If client is currently in school or a specialized job training program, how will this training assist the client in achieving their self-sufficiency goals;

• Who is funding the additional training and can that resource partner with work services?

9. Legal Issues:  Client completes all questions.  After discussion, the case manager completes the "Case Manager's summary of Legal Issues".

This section is used to identify an legal issues that a client may be currently experiencing or has criminal offenses that may affect a client's ability to gain sustainable employment that will lead t o self-sufficiency.  Case managers should be able to:

• Evaluate any legal issues or probation requirements and make decisions about how this will impact the clients employment goals;

• Evaluate the amount of time these legal issues will have on a client's ability to actively pursue self-sufficiency through work;

• Are there any supports that work services can provide to assist the client in resolving any legal issues?

10. Personal History:  Client completes all questions.  After discussion, the case manager completes the "Case Manager's summary of Personal History".

This section gives the client and case manager a complete overview of the household in general, dependent care, other agency involvement, current housing situation and the client's basic needs.  Case managers shuold be able to:

• Clearly identify all members of the household;

• Have a clear understanding of the role of each household member and their day to day needs;

• Evaluate and make recommendations and referrals to other community based organizations in regard to the needs of both the client and the household members.

• Take into consideration the needs and time commitments parents are challenged with when looking at the family's needs as a whole and how that relates to our impacts job readiness;

• Evaluate the families basic needs and make necessary referrals;

• Evaluation of multiple agency involvement and decide if a family support team is necessary.

11. Health and Safety:  Client completes all questions.  After discussion, the case manager completes the "Case Manager's summary of Skills and Knowledge".

This section gives the client and case manager an overview of the client's overall health and safety.  Case managers should be able to:

• Identify any significant health related issues that will impact employment;

• Identify any family health related hardships that may interfere with the client's ability to successfully gain full-time employment;

• Identify the need for a program exemption;

• Identify any safety threats that may need to be addressed and make appropriate referrals.

12. Additional Information:  Client completes the narrative section.  After discussion, the case manager completes the "Case manager's summary of Additional Information.

13. Case manager's summary and recommendations from the Employment Planning Interview:  The case manager completes this section by summarizing each section of the Employment Planning Interview and Employability Assessment and makes recommendations for self-sufficiency planning.

14. A record of the Employment Planning Interview and the Employability Assessment must be recorded in CMS and must cover all of the basic assessment requirements, and referrals and next steps.

15. The EPI will determine:

1. If a client must participate in Temporary Assistance work activities, and if so, the number of hours of participation that will be considered "full schedule of activities", (WS Activity Codes) or;

2. If the client is exempt or has good cause for not participating in work activities (WSPM 1006).

If the employment planning interview determines that clients are excused from work activities or have good cause for not participating in work activities, they must still develop a FSSP Family Self Sufficiency Plan. (ATAP MS 723-1 and ATAP MS 730-2).

1001-4  MINIMUM SCREENING REQUIREMENTS

Federal regulation requires that all clients are screened, at a minimum, for the following issues at the time of initial assessment:

• Domestic violence,

• Mental Health,

• Employment history,

• Education, and;

• Substance abuse.

1001-5   ADDITIONAL OR SPECIALIZED ASSESSMENTS

In some cases, the initial assessment may not provide all the information needed about a participant's employability.  There are numerous client situations that may prompt the need for additional, specialized assessments, such as:

• Problems retaining employment,

• Employment with low wages or limited work hours with ho prospect of improvement or;

• Inability to find any paid employment following the initial employability assessment and job search.

• If the need for more in-depth assessment is identified, refer clients for specialized services.  These may include:

• Literacy and other educational testing,

• Learning disabilities screening and/or assessment,

• Substance abuse screening and/or assessment,

• Vocational, aptitude, or personality traits testing,

• Domestic violence screening,

• Mental health and/or assessment screening,

• Physical health screening,

• Vocational counseling, and;

• Vocational rehabilitation services.

1001- 6  DOMESTIC VIOLENCE

Per (ATAP MS 731-2), certain program requirements may be temporarily waived if compliance would:

• Endanger a family affected by domestic violence, or;

• Interfere with the family's ability to escape domestic violence or its escalation, or;

• Unfairly penalize them.

Individuals affected by domestic violence are required to participate in work activities and cooperate with the Child Support Services Division (CSSD Child Support Services Division).  However, these requirements may be temporarily waived if, in consultation with the individual, it is determined necessary.   This subsection discusses the screening process for domestic violence and provides guidance for case management regarding work activity assignment.

1. Domestic violence is a learned pattern of violent behavior and coercive tactics that control the thoughts, beliefs, and conduct of a particular individual.  Domestic violence, as defined by state law, is one or more of the following offenses, including an attempt to commit the offense, by one family member against another:

• Assault and reckless endangerment in any degree, including threats and threatening behavior;

• Violating a domestic violence order;

• Harassment;

• Criminal  trespass, which is entering or remaining unlawfully on premises, land, or in a dwelling or vehicle with intent to commit a crime;

• Criminal mischief;

• Coercion, or forcing someone to behave in certain ways by threatening them with consequences;

• Kidnapping and custodial interference;

• All  types and degrees of sexual assault against adults and minors, which includes any form of non-consensual sexual contact;

• Robbery;

• Extortion, or taking control of another's property by means of a threat;

• Burglary;

• Arson and criminally negligent burning, or using fire to intentionally damage property or place another person in danger of injury;

• Terroristic threatening, or;

• Homicide.

Note:  An abuser does not have to be convicted of a crime in order for their behavior to be defined as domestic violence.

2. Family members, for domestic violence purposes, are adults and minors who:

• Are related by blood or adoption, or;

• Are or were related by marriage, or;

• Are or were married, or;

• Have dated or lived together, or;

• Have engaged in a sexual relationship.

The minor children of a person in one of the relationships listed above are also family members.

3. Domestic Violence as a barrier to employment

Domestic violence may be as subtle as verbal or emotional abuse or as visible as physical injuries.  Any of these forms of abuse may affect the ability of the individual to comply with work requirements.  Abusers may deliberately interfere with an individual's struggle toward independence in any effort to control and isolate the individual.  They can actively interfere with self-sufficiency activities by causing the individual to miss planned training activities, job interviews, or appointments by:

• Sabotaging child care arrangements.  This may include failing to watch the children as agreed or harassing baby-sitters;

• Calling the work site and telling lies about the individual;

• Verbally harassing the individual at work, by telephone, or in person;

• Cutting off the individual's hair;

• Destroying or hiding clothing needed for classes, interviews, or work;

• Keeping the individual up all night before interviews or tests;

• Restricting access to family transportation, or;

• Turning off the alarm clock.

Non-compliance with work activities may occur frequently in households affected by domestic violence and could be the result of attempts by the abuser to control the actions of the individual.  Although an individual's behaviors may appear to be non-compliant, they could indicate that a client has good cause and warrant further investigation.

Some behaviors affecting work performance which may signal that a person is suffering from the effects of domestic violence include:

• Distraction and/or poor ability to concentrate and make decisions;

• Changes in behavior or emotion;

• Depression or hopelessness;

• Passive or aggressive behavior;  

• Difficulty dealing with authority figures;

• Frequent absenteeism due to medical problems or concerns about children;

• Excuses for poor performance which are not credible;

• Arriving at appointments late or leaving early, or;

• Allows another family member to exert an unusual amount of control over the individual's life.

4. Notification and Screening

Notification about the right to claim good cause for not participating in work activities or cooperating with the Child Support Services Division (CSSD Child Support Services Division) must be given to all Temporary Assistance families.

Notification of the right to claim good cause and screening for domestic violence during the application process ensures that victims of domestic violence are given the opportunity to disclose information about their situation.  It also allows case workers to make, if necessary, good cause decisions before requiring clients to comply with child support requirements.

1. Notification of right to Claim Good Cause

• Case Workers must give the Notification of right to Claim Good Cause Form (TA6) to applicants during the interview.

• Case Workers must also ensure that individuals understand that disclosure is voluntary, and inform them that they may disclose at any time while receiving Temporary Assistance.

• Case Managers should assist the client in writing and submitting their Good Cause claim or assist with compliance with Child Support participation requirements as the need arises.

NOTE:  Making domestic violence information available in offices or discussing the subject during orientation is not a substitute for notification and screening during the interview.

2. Screening for Domestic Violence

Screening for domestic violence is accomplished during the intake interview and is expected to continue through case management activities.  Both the case worker and case manager should be aware of behaviors or actions associated with domestic violence to help identify individuals needing special assistance.

3. Non-Disclosure Notification - Child Support

During the interview, case worker must inform individuals affected by domestic violence of their right to request that CSSD Child Support Services Division not release information about them or their children, and give them the Confidentiality of Information for Victims of Domestic Violence/Affidavit and Request for Nondisclosure of Identifying Information (CSSD 04-0500A/CSSD 04-0502)

4. Confidentiality

Maintaining confidentiality and awareness for the safety of individuals during the notification and screening processes is absolutely crucial because disclosure may threaten their safety.  If requested, clients must be given the opportunity to discuss domestic violence individually, without anyone other than the case worker or case manager present.

There may be times when clients give us a release to discuss their situation with others.  Once our policies are explained, we can accept a client's informed consent to have another person present or discuss their situation with others.

5. Disclosure

If an applicant discloses, begin assessing the family's situation with the individual and determining which program requirements, if any, to waive through a good cause determination.

Individuals affected by domestic violence may request that CSSD Child Support Services Division withhold their names and addresses from the absent parent.  They may do this by signing the Confidentiality of Information for Victims of Domestic Violence/Affidavit and Request for Nondisclosure of Identifying Information (CSSD 04-0500A/CSSD 04-0502) or checking the appropriate box on Appendix D: Child Support Information (GEN50C - 06-3860) form.  Case workers must immediately send the signed affidavit to CSSD Child Support Services Division.  If CSSD Child Support Services Division is not notified of the non-disclosure request, it is required to provide information about the custodial parent upon request.  Immediate notification to CSSD Child Support Services Division of the individual's request that CSSD Child Support Services Division not disclose identifying information helps to further ensure the individuals safety.

6. Referrals

Whenever an individual discloses domestic violence, offer a referral to the local provider of domestic violence and sexual assault services for safety planning and counseling.

7. Good Cause

See (WSPM 1006-7).

1001-7  SUBSTANCE ABUSE

Some features of a participant's personal and work history may indicate a problem with substance abuse.  Indications of substance abuse include:

• A pattern of absences from work;

• Frequently getting fired from jobs;

• One or more arrests for Driving While Intoxicated, and;

• Unexplained gaps in employment.

If assessment indicates a possible substance abuse problem that may negatively impact the participant's ability to take part in work activities, the Case Manager should refer them to a qualified substance abuse counselor.  If the results of the screening indicate a need for substance abuse treatment, then the Case Manager may assign the treatment as a FSSP Family Self Sufficiency Plan activity.

1001-8    PHYSICAL OR MENTAL ILLNESS

Physical or mental illness may limit a client's ability to take part in assigned work activities.  The assessment should review the client's limitations and determine if accommodations can overcome them.

1001-9   NOTIFICATION OF PROGRAM REQUIREMENTS

DPA Division of Public Assistance requires that clients are provided with a thorough description of program and participation requirements that include:

1. FSSP Family Self Sufficiency Plan development (WSPM 1002);

2. Work activity participation requirements (WSPM 1003-2), and;

3. Penalties (WSPM 1007).

1001-10  PARTNER AGENCIES

Case Managers are expected to develop relationships with partner agencies for the client's success.  Some individuals may have a plan that was developed while they were receiving services from another agency or program.

The case manager should review all existing plans and work with the family to incorporate partner agency plans into a new FSSP Family Self Sufficiency Plan.  The case manager will also coordinate planning and services with partner agency staff to ensure the responsibility for monitoring the participant's activities and providing supportive services is clearly defined.

In some instances case managers may identify the need for collaboration between other agencies involved in the client's life.  This collaboration may involve the need to gather all parties involved and formulate a plan that addresses the complexities of the client's life as well as acknowledges the roles and responsibilities of the other agencies.

When other agencies are invited to attend a meeting with or on behalf of the client, case managers will maintain the client's confidentiality through securing the appropriate release of information forms (ROI Release of Information).

Collaborative meetings with partners establish a schedule of all activities that impact the client.   They ensure that activities are appropriate and meet the expectations of the other agencies and will support the client in successfully meeting all obligations.

1001-11  SUPPORTIVE SERVICES

Supportive Services are financial, social or other services which help families get, keep, and advance on the job.  Supportive Services are used to support client participation in appropriate work activities.

The need for Supportive Services will be proactively addressed as case managers identify participant's potential challenges to achieving full engagement (WSPM 1002 and WSPM 1004).

1001-12  RE-ENGAGEMENT

Re-engagement visits may be necessary if the client is non-responsive to the case manager's attempts at maintaining contact.  They should not be used as a coercive measure to obtain compliance.  Instead, it should be framed as a positive interaction that builds on the partnership between client and case manager.

Client circumstance may require flexibility in where and how client meetings occur.  Visits may occur at the client's home, a convenient public location or at transportation challenges, or client preference help to determine the best location for engagement.

Re-engagement visits may or may not include penalty resolution visits (WSPM 1007).

1001-13  DOCUMENTATION

Documentation of the client's participation in completing the Employment Planning Interview and of the Case Manager's attempts at client engagement and re-engagement are required to demonstrate due diligence.  A copy of the EPI Employment Planning Interview will be maintained in the client's hard file.