1003           PERFORMANCE MEASURES, WORK ACTIVITIES AND WORK VERIFICATION

The Division of Public Assistance and all work services providers are held to a high standard in regard to helping clients plan their exit from temporary assistance through family self-sufficiency planning and accurately recording and documenting all activities.  This is required by both Federal and State statute, as expressed in the procedures detailed in our Federally-approved Work Verification Plan.  This section provides guidance to assist in accurately achieving the performance rate expectations through accurate data collection and documentation.

1003-1       PERFORMANCE MEASURES

1. Work Services Performance Measures Categories:

• Obtain Employment within 90 days;

• Cases that Close with Earnings;

• Cases that don't return;

• All Family (Overall) Participation;

• Two-Parent Participation; and,

• Job Development

B.   Performance Rate Calculation

Performance rates are calculated by dividing the number of clients that have met each measure's participation requirement (met = numerator) by the total number of clients required to participate (possible = denominator) in that measure.

3. Performance Measures Definitions

1. Obtain employment within 90 days

 Possible:  Number of adults who were unemployed when they applied for temporary assistance.

 Met: Number of adults who became employed within 90 days of their application date.

2. Cases that close with earnings

 Possible:  Cases that include an adult that closed.

 Met:  Cases that include an adult that closed with earnings equal to 30 hours per week at Alaska minimum wage in their last benefit month and cases that close with SSI Supplemental Security Income or SSDI Social Security Disability Insurance in their last benefit month.

3. Cases that don't return

 Possible:  Number of cases that closed with earnings six months ago.

 Met:  Number of cases that closed with earnings or SSI Supplemental Security Income/SSDI Social Security Disability Insurance six months ago and have not returned to the caseload in the past six months.

 4.  All Families Participation (Federal Rate)

Possible: All families that received temporary assistance in the month except:

• Child only cases;

• Single parent families with a child under 1 year old exemption who are not meeting the minimum participation requirements ("BA Exemption");

• Families penalized in the month, but not more than 3 months i the last 12 who are not meeting the minimum participation requirements;

• Families where all the parents are providing care for disabled family members;

• Single parent families where the parent is an ineligible alien; and,

• Single parent families in refused cash status (other than job start participants)

  Met:  All possible families that met the all families' participation minimum work requirements.

5. Two-Parent Participation (Federal Rate)

  Possible:  All two-parent families that received temporary assistance in the month except:

• Two-parent families where one adult is documented as unable to participate due to a health condition ("IC Incapacatated" cases);

• Two-parent families penalized in the month, but not more than 3 months in the last 12 who are not meeting the minimum participation requirements;

• Two-parent families where both parents are ineligible aliens;

• Two-parent families in refused cash status (other than job start participants); or,

• Two-parent families where one adult is providing care for a disabled family member.

 Met:  All possible families that meet the two-parent families minimum work requirements.

6. Job Development

Possible:  Number of clients who are not working, not exempt, and not otherwise meeting the rate in other activities except:  Families penalized in the month, but not more than 3 months in the last 12 months who are not meeting the minimum participation requirements;

Met:  Number of clients participating in 20 hours a week or more of job development activities (Job Start, OJT On the Job Training, CWE Community Work Experience or BWE Business Work Experience).

4. Meeting the Rate

The Federal Administration for Children and Families (ACF Administration for Children and Families) has set standards for the All Family and Two Parent participation rates:

• The All Families (Overall) participation rate target set for all states by ACF Administration for Children and Families is 50%.

• The Two-Parent participation rate target set for all states by ACF Administration for Children and Families is 90%.

In order for an adult included family to meet the All Families (Overall) participation minimum requirements, the adult in the family must participate in work activities for an average of 30 hours per week, of which at least 20 hours must be in core federally countable activities.  Families in the following situations are considered meeting the minimum requirements even though they may not be participating at an average of 30 hours per week:

1. A single parent, or caretaker relative, with a child under 6 years old that is engaged in core work activities for an average of 20 hours per week.

2. Any parent under 20 years old that maintains satisfactory attendance at a secondary school or the equivalent during the month (Activity Codes E5, HS).

In order for a two-parent family to meet the two-parent participation minimum requirements, one parent's participation, or the combined total of both parents' participation, must meet an average of 35 hours per week in the federal countable activities, of which at least 30 must be in core activities.

If a two-parent family receives PASS I child care assistance, the combined total of both parents' participation in countable work activities increases to an average of 55 hours per week, at least 50 of which must be in core work activities.

Two-Parent families in the following situations are considered meeting the minimum requirements even though they may not be participating at an average of 35 hours per week.

1. Any adult under 20 years old that maintains satisfactory attendance at a secondary school or the equivalent during the month (Activity Codes E5, HS).

2. If both parents are under 20 and they receive childcare, they both must maintain satisfactory attendance at a secondary school or equivalent (Activity Codes E5, HS).

3. If either parent is under 20 and graduates high school, they must participate in work activities.  

1003-2               WORK ACTIVITIES

All activities defined and described for work services must promote self-sufficiency.  Activities assigned during the FSSP process must be linked to employment goals or other goals determined essential to helping the family prepare for work or to otherwise reach the highest possible degree of self-sufficiency.  Employment, subsidized employment, unpaid work experience, job search, job readiness workshops, application for other social service programs, vocational training, counseling, substance abuse treatment, and subsistence activities are all core activities identified that lead a client to self-sufficiency.

Clients should be assigned whenever possible to 40 hours a week of work activities.  This allows for maximum participation and increases the likelihood that each family will meet the minimum participation requirements to the extent possible.  Where 40 hours is not possible or appropriate, activities should be assigned based on the client's situation and the availability of activities in their community.  Activities should be chosen to assist the client towards self-sufficiency and closing their ATAP case as soon as possible.

Work services activities are assigned and scheduled so that clients can exit temporary assistance as quickly as possible.  That means each FSSP Family Self Sufficiency Plan identifies several activities that client is expected to engage in during the duration of that plan (WSPM 1002.  Clients are required to engage in a combination of concurrent activities and may be penalized if they fail to do so and do not have good cause (WSPM 1006 and WSPM 1007).

There are three categories of work activities that are assigned to clients and coded in the Case Management System (CMS Case Management System).  These activities assist the client in moving towards self-sufficiency.

• Core activities always count towards the federal participation rate though some of the activities have an annual or life-time limit of months that count towards the participation rate.

• Job search and work readiness activities are time-limited.  Job search (activity codes J3 and X1) hours may only count for 12 weeks within a 12 month look-back.  Only four weeks can be consecutive.  In many cases, it is appropriate to keep the client in a work search activity even though the client's participation will not count towards the participation rate.  Case managers may consider placing a client in another core work activity that is not time-limited for 30 hours a week and having the client continue a ten hour a week work search as a secondary activity.  Vocational counseling, DV counseling, mental health and medical activities are reported to the Administration for Children and Families as job readiness as well.  These activities are only counted as core activities if they meet the work readiness standard, which is defined as short-term, time limited activities less than 12 weeks in duration after which the client will enter other core activities.

• Work support activities count towards the participation rate if the client is also engaged in at least 20 hours per week of core work activities.

• Non-countable activities do not count towards Federal or state participation rates, but the activities may be in the best interest of the client to build stability and prepare them for work support or core activities.

Please see the following work activity desk reference tool:

1003-3               WORK VERIFICATION

The Alaska Work Verification Plan was written in 2008 as a response to the Federal Office of Management and Budget to ensure that Alaska was defining work activities consistently.  The activity descriptions below follow the definitions provided in the Work Verification Plan.  Work activity data may only be entered into CMS Case Management System once a WSP Work Service Provider has followed the documentation and verification standards for "Core" and "Work Support" activities.  There are no verification standards for non-countable activities.  Progress and challenges regarding participation in all activities should be included in the monthly activity debriefing conversation between the client and case manager and must be documented in a CLNO Client Notes in CMS Case Management System.

1003-3A            CORE ACTIVITIES

Core Work Activities are federally defined. These activities always count towards the federal participation rate.

1003-3-A-1        PAID EMPLOYMENT

1. Code - WK

2. Description:  Paid Employment (Activity Code WK) is federally defined as unsubsidized employment.  Paid employment refers to work done for an employer that may be paid as an hourly rate, a salary, or commission based earnings.  In-kind income (ATAP MS 758-2) may also be coded as Paid Employment (WK).

3. Verification: The documentation provided by the employer to determine the hours of unsubsidized employment is also used for verification purposes.  New verification is required every six months and following any reported changes in hours of employment.  Employer provided statements, including documented telephone contacts, will include the participant's name, actual hours of work, name of the employer, and the name and phone number of the person verifying hours.  The caseworker will document the information obtained from the employer in the case file.

Once documented and verified, the hours worked as reported by the employer may be projected for up to six months if they represent continuing circumstances.  This is done by determining the average hours per week, multiplying weekly hours by 4.33 and counting this number of monthly hours for up to six months.  New documentation is required for the seventh month following any reported change in hours of employment.  Case managers may consider aligning their reverification with an eligibility recertification.  Actual hours must be verified for the first and last months of employment.

1003-3-A-2       SELF-EMPLOYMENT

1. Code - SE

2. Description:  Self-Employed individuals may have their own business or they may be working as independent contractors and are not considered an employee of a business or organization.  It is generally a for profit venture of which the participant is the owner.  Self-employment (SE) hours are based on the earnings calculated by the Division's eligibility caseworker staff using the adjusted gross income (ATAP MS 759-6) divided by the Federal minimum wage.  The actual hours worked are not reported for participation purposes.

Some time preparing to open a self-employment venture may be countable towards participation hours.  

NOTE:  It may be valuable for a case manager to note actual hours for case management purposes to assist in planning for other activities and self-sufficiency progression.

3. Verification:  When self-employment (SE) income is received on a regular basis, the verification of the hours of self-employment is determined by dividing the participant's adjusted gross earned income by the federal minimum wage.

If the eligibility caseworker has not documented the adjusted gross income, the case manager will follow the policy and process the eligibility caseworker would use to make this determination in order to count hours of work participation (ATAP MS 759-6).  This process provides a degree of accuracy sufficient to determine eligibility for program benefits and it is considered adequate to calculate the hours of participation in self-employment activities.  The information used to calculate the hours of participation is documented in the case file and in CMS Case Management System client notes and the work activity page.

1003-3-A-3       SEASONAL WORK

1. Code - SW

2. Description:  Seasonal Work is paid employment in an industry that operates for only part of a year.

3. Verification:  See verification requirements under WSPM 1003-3-A-1.

1003-3-A-4       BUSINESS WORK EXPERIENCE (BWE Business Work Experience)

1. Code:  WX

2. Description:  BWE Business Work Experience is unpaid work in the private or for profit sector that provides and individual with an opportunity to acquire the general skills, training, knowledge, and work habits necessary to obtain paid employment.  The purpose of work experience is to improve the employability of those who cannot find unsubsidized employment.  BWE Business Work Experience placements are short-term, not to exceed three months, and are intended to allow a client to test jobs that are related to their occupational goals.  The placement also provides clients with an opportunity to develop and improve workplace ethics, to establish relevant and transferable work skills, and to develop contacts and references in the business community.

1. Clients cannot be required to participate in BWE Business Work Experience hours that are in excess of the amount of their ATAP Alaska Temporary Assistance Program benefit divided by the Alaska state minimum wage.  See http://dpaweb.hss.state.ak.us/main/manual/cwe/WorkExperienceGuide.pdf for more details about the BWE Business Work Experience opportunity and required documentation.  Additional information about work experiences is available in WSPM 1005.

3. Verification:  The site supervisor must approve and sign an hour and attendance form for BWE Business Work Experience participants.  The form will be submitted to the case manager every two weeks.  Case managers also periodically contact the BWE Business Work Experience site supervisor to identify and address performance issues.  This information is retained in the case file.

1003-3-A-5        COMMUNITY WORK EXPERIENCE (CWE Community Work Experience)

1. Code - CW

2. Description:  Community Work Experience is defined as placements in non-profit, or public sector organizations as well as subsistence activities.  Additional information about work experience is available in WSPM 1005.

3. Verification:  CWE Community Work Experience sites will have a designated supervisor who signs an hour and attendance form which is submitted to the case manager every two weeks as verification of participation.

4. Individuals participating in AmeriCorps, VISTA Volunteers in Service to America, and MASST Mature Alaskans Seeking Skills Training programs will be coded as a CWE Community Work Experience placement and must  include both the CWE Community Work Experience site and placement agreement.  All rules related to CWE Community Work Experience placements apply.

Subsistence activities must be verified by an agency or organization that oversees the performance of the subsistence tasks.    

1003-3-A-6        JOB START

1. Code - WS Work Services

2. Description:  Subsidized employment is employment in the private or public sector for which the employer receives a subsidy from ATAP Alaska Temporary Assistance Program or other public funds to offset some or all of the wages and costs of employing a recipient.

The two types of subsidized employment countable in Alaska are:

• Work study programs where students are employed by and receive wages from a public or private educational institution.

• Job Start, the subsidized employment program operated by the Division of Public Assistance.  This program uses the amount of an ATAP Alaska Temporary Assistance Program recipient's benefit to offset a portion of their wages.  The Job Start program requires that participants in subsidized jobs are provided a minimum of 35 hours of work per week.  Job Start positions typically last from three to six months.  The position cannot last more than 12 months.  Employers participating in the Job Start program are required to complete an initial work site agreement that stipulates the hours the client will be employed.  This agreement is used to determine countable hours.  Additional information about Job Starts is available in WSPM 1005.

3. Verification:  See verification requirements under WSPM 1003-3-A-1 .

1003-3-A-7       ON-THE-JOB TRAINING

1. Code - OJ

2. Description:  OJT On the Job Training is training in public or private sector employment that is given to a paid employee while the person is engaged in productive work and where the individual gains knowledge, skills and abilities essential to the full and adequate performance of the job.  The Division of Public Assistance OJT On the Job Training program reimburses participating employers in an amount equal to 50% of the participating employee's wages for the costs of training the OJT On the Job Training participant.  The wages the participant receives in the OJT On the Job Training position are used to calculate temporary assistance eligibility and benefits.

• Employers participating in the OJT On the Job Training program are required to work with the client and case manager to develop an individualized training plan for the client.  The plan is designed to provide the participant with knowledge, skills and abilities

3. Verification:  essential for a specific job and prepare the client to become a permanent employee following the training.  Additional information about OJT On the Job Training is available in WSPM 1005.See verification requirements under WSPM 1003-3-A-1.

1003-3-A-8         VOCATIONAL EDUCATION

1. Code - VE

2. Description:  Vocational education and training includes organized educational programs which are directly related to the preparation of individuals for employment in current or emerging occupations that require education and training necessary to ensure the success of participants.  This activity may lead directly to certification or endorsement of specific skills, to an Associates of Applied Science (AAS) degree, or to a baccalaureate or advanced degree.  Typically, this service is provided by vocational education and technical schools as well as educational institutions offering endorsements, certificates, or degrees for vocational education and training related to in-demand occupations.  Vocational education and training may also be provided by grantees or contractors delivering curricula reviewed and approved by the state (see chart below).

When pursuit of Adult Basic Education, Adult GED General Education Diploma classes or remedial education and instruction in Vocational English as a Second Language (VESL) is required by a vocational education provider as part of the client's education plan, those activities provided by the educational institution are considered vocational education.

Distance delivered vocational education and training is only allowed when the training program includes mechanisms for providing reports that document progress and the time the student is accessing the online training program.

Clients can engage in vocational education activities for up to 12 cumulative months during the time on ATAP Alaska Temporary Assistance Program.  After they have exhausted their 12 months of education time, VE activities will no longer count towards the client's participation hours.  Sometimes it is in the client's best interest to continue educational activities even if they have exhausted their 12 month limit.

3. Verification:  

• Classroom participation:  Actual hours of classroom instruction as well as lab work, unpaid intern or externships, supervised study sessions and other supervised secondary activities assigned as part of the job skills training program are considered countable.  Participants submit to their case manager and attendance form that is completed by the instructor, study hall monitor or activity supervisor.

• Unsupervised study sessions:  Unsupervised study can only be counted in activity hours if the class or program requires students to do homework.  The case manager documents program expectation of homework with a class syllabus or by collateral contact with school or instructor.  If the class or program requires students to do homework then one hour of unsupervised homework for each hour of class time is countable.  The total homework time counted for participation cannot exceed the hours of attendance required or advised by the education program.  Clients provide a monthly homework log documenting their unsupervised study time which must be kept in the case file.

• Distance Delivered education:  Distance delivered programs are only allowed when the training program includes mechanisms for providing reports that document progress and the time the student is accessing the online training program.  The client submits a monthly report from the educational provider that documents progress and the time the student is accessing the online training program.

1003-3-A-9       STRUCTURED WORK SEARCH

1. Code - J3

2. Description:  Structured work search includes participation in job clubs or case manager guided activities designed to orient participants to work search expectations and to provide support and guidance for job seekers.  Individuals engaged in work search are required to register for work with the Department of Labor and to participate in employability assessments.  These are vocational assessments and/or screenings for learning needs/disabilities, mental health, substance abuse, or domestic violence.  Work search entails researching employment opportunities, preparation and submittal of applications, attending interviews and interview follow-up with prospective employers.  Case managers may assign a specific number of direct contacts with employers based on the local job market and the work experience, skills, and abilities of the participant.

Note:  If a 40 hour per week assignment to work search is not possible or appropriate, given the economic conditions and availability of work in the community, the CM must assign alternate activities that are achievable considering the local circumstances.

3. Verification:  Attendance records maintained by job club session facilitators serve to verify participation in the activity.  Job search activities are verified through review of the job search log and interactive de-briefing sessions with the participant's case manager.  The case manager will make random checks of reported employer contacts if the information appears questionable.  Case managers document this information in the case file along with the actual time necessary to de-brief clients on job search experience and provide coaching and additional job leads.

Note:  Hours in which a self-employed individual is preparing to open their business may be countable.  Individuals are required to maintain a log of activities related to preparation for self-employment.  The log will note actual time on tasks and provide contact information for individuals or organizations (e.g., financial institutions, licensing, the Small Business Administration, etc.) the participant is working with to initiate the self-employment activities.

1003-3-A-10       CONTRACTUAL WORK SEARCH

1. Code - X1

2. Description:  See Structured Work Search above.  Contractual Work Search follows these same guidelines, however the activities are typically facilitated by an entity outside the Work Services Provider's organization.

3. Verification:  See verification standards under WSPM 1003-3-A-9c.

1003-3-A-11       VOCATIONAL COUNSELING

1. Code:  VC

2. Description:  Activities in which an employment counselor helps participants understand themselves in relation to a vocational situation are considered Vocational Counseling.  This may include skill and interest inventory assessments, aptitude tests, and exploration of career options.

3. Verification:  Vocational counseling activities are verified through contacts with individuals and organizations identified on the participant's activity log.  Hours may also be verified by written statements from contacts verifying the participants time spent on tasks.  The information obtained is documented in the case file.

1003-3-A-12       SUBSTANCE ABUSE, DOMESTIC VIOLENCE COUNSELING, MENTAL HEALTH AND MEDICAL

1. Codes:  B1, B4, B5 and B6

2. Description:  Screening for and/or treatment of a substance abuse, domestic violence counseling, mental health and medical issues may be countable.  Clients selected for screening because of demonstrated challenges to self-sufficiency, and those who disclose issues, may be referred to a state approved licensed service provider for assessment.  The assessment may result in referral to a state approved licensed treatment provider when warranted by the severity of the client's condition and the condition's impact on the person's employability.

3. Verification:  Hours of participation in treatment programs, rehabilitation services, and employability assessments are verified through documentation from the provider licensed by the state to conduct assessments and provide treatment or therapy.  This information is retained in the case file.

When a case manager determines or a client discloses that he or she has a specific barrier to employment, or the client persistently demonstrate an inability to meet self-sufficiency objectives and milestones necessary to prepare for employment, the case manager may refer for screening and/or assessment to an approved provider (e.g., licensed by the state to provide the service).  When documentation from the provider is obtained showing that treatment is necessary, treatment hours a countable.

Hours of countable participation may only include:

• Hours in family assessment and evaluation;

• Individual, group, and family therapy; and,

• Mental health/substance abuse case management.

Substance Abuse, Domestic Violence Counseling, Mental Health and Medical can only be counted as a core activity if the client has been screened by a licensed provider and treatment has been recommended.  Treatment must be related to the client's ability to enter or increase other work activities.  Hours in these activities must be short term, (i.e. expected to last six weeks or less).  Hours outside of the established criteria will not count toward the participation rate and should be coded as "B3, Remediation of Other Barriers".

1003-3-B           WORK SUPPORT ACTIVITIES       

Work Support activities promote and support rapid attachment to the workforce, job retention, and wage advancement.  These activities can be the primary activities for unemployed clients or can be assigned concurrently with work to ensure employed clients are looking for better jobs.  Work support activities can ensure clients develop skills that lead to better jobs through advancement and retention.  Work support activity hours count towards the federal performance rate only after the client has completed 20 hours per week of core work activities.  Work support activities should be assigned on an FSSP Family Self Sufficiency Plan in conjunction with core work activities, unless there is substantial, documented reason to assign work support activities alone.

1003-3-B-1       JOB SKILLS TRAINING

1. Code - P3

2. Description:  Job Skills Training may include college level education that is short-term and linked to a current or emerging occupation.  It improves the knowledge, skills, and abilities and individual needs to obtain, retain, or advance in employment or to adapt to the changing demands of the workplace.  Job skills training may address skill sets required by a specific employer or those that are recognized as general skills needed to be successful in a broad range of jobs or occupations.  Basic Education and ESL may count as job skills training.  Activities which can be counted as Vocational Education also may be counted as job skills training when the case manager determines that the training is directly linked to emerging or demand occupations.

3. Verification:  Follow the verification standards described in WSPM 1003-3-A-8c.

1003-3-B-2        ENGLISH AS A SECOND LANGUAGE

1. Code - F3

2. Description:  This activity encompasses education and instruction necessary to ensure participants can successfully pursue and gain employment and successfully retain jobs and advance in the workforce.  It includes Adult Basic Education instruction in the skills of reading, writing and mathematics necessary for a participant to  be a productive employee, English as a Second Language, and Workplace Literacy.

3. Verification:  Follow the verification standards described in WSPM 1003-3-A-8c.

1003-3-B-3         EDUCATION DIRECTLY RELATED TO EMPLOYMENT

1. Code - l1

2. Description:  This activity encompasses education and instruction necessary to ensure participants can successfully pursue and gain employment and successfully retain jobs and advance in the workforce.  It includes Adult basic Education instruction in the basic skills of reading, writing, and mathematics necessary for a participant to be a productive employee, English as a Second Language, and Workplace Literacy.

3. Verification:  Follow the verification standards described in WSPM 1003-3-A-8c.

1003-3-B-4        GED PREPARATION AND ADULT BASIC EDUCATION

1. Code - E6

2. Description:  Adult ATAP recipients, who have not received a high school diploma or its equivalent, may also be assigned this activity if it includes regular attendance in a course of study provided by an approved education program that least to a general educational development (GED) examination diploma.  Distance delivered education is only allowed when the training program includes mechanisms for providing reports that document both progress and the amount of time the student is accessing the online training program.

Proctored testing and examinations, monitored study time, including documented time with tutors, are included as part of this activity.  If the class or program requires students to do homework then one hour of unsupervised homework for each hour of class time is countable.  The total homework time counted for participation cannot exceed the ours of attendance required or advised by the education program.  Adult Basic Education and English as a Second Language (ESL) instruction are included as part of this activity if required as a prerequisite.

3.  Verification:  Follow the verification standards described in WSPM 1003-3-A-8c.    

1003-3-B-5           GED General Education Diploma PREPARATION, MINOR AND TEEN PARENT

1. Coded - E5

2. Description:  This activity is primarily assigned to minor parents who have not completed high school or a course of study leading to a diploma through the state's general educational development (GED General Education Diploma) examination.  The Division defines a minor parent as an individual who is under the age of 18, not married and not emancipated.  Teen Parents are 18 or 19 years old.

3. Verification:  A minor parent is considered to be maintaining an adequate level of school attendance when:  

• The individual is enrolled in and regularly attending a secondary school or appropriate training program; and

• Attendance, as verified by an official of that school or program, is adequate to meet graduation or program certification requirements.

NOTE:  

Minor parents must maintain an adequate level of school attendance in a secondary school or other appropriate training program unless the minor parent:

•  Has a high school diploma or a GED General Education Diploma;

• Has a dependent child under 13 weeks of age; or

• Can show good cause for not attending school.  

1003-3-B-6            HIGH SCHOOL COMPLETION

1. Code - HS

2. Description:  This activity is primarily assigned to minor parents (ATAP MS 770-3) who have not completed high school or a course of study leading t o a diploma through the state's general educational development (GED General Education Diploma) examination.  The Division defines a minor parent as an individual under the age of 18 years old who is neither married nor emancipated.

3. Verification:  A minor parent is considered to be maintaining an adequate level of school attendance when:

• The individual is enrolled in and regularly attending a secondary school or appropriate training program; and

• Attendance, as verified by an official of that school or program, is adequate to meet graduation or program certification requirements.  

NOTE:  Minor parents must maintain an adequate level of school attendance in a secondary school or other appropriate training program unless the minor parent:

• Has a high school diploma or a GED General Education Diploma;

• Has a dependent child under 13 weeks of age; or,

• Can show good cause for not attending school.

1003-3-C           NON-COUNTABLE ACTIVITIES (Family Support Activities)

Family support activities address specific impediments to employment or to job retention and advancement.  These activities may also address other challenges to achieving self-sufficiency.  Family support activities may be assigned concurrently with core and work readiness activities to address issues that may impede success in the workplace.  

For clients temporarily excused from participating in core and work readiness activities, family support activities can engage the family in meaningful activities that promote self-sufficiency.  These activities address meeting family needs to ensure that their transition to employment and self-sufficiency will be successful.  The justification for the inclusion of non-countable activities on the FSSP Family Self Sufficiency Plan must be clear.  

While there are no verification standards for these activities, the hours entered in the Work Activity Screen must be well documented.

1003-3-C-1        REMEDIATION OF OTHER BARRIERS

1. Code - B3

2. Description:  Remediation of other barriers includes activities which address challenges to employment.  Substance abuse, counseling, domestic violence counseling, mental health or physical health hours can be counted as B3 if the client has exhausted the allowable time for those activities or the client does not or cannot provide verification allowing those activities to be counted as a core activity.  Activities may include addressing poor housing or homelessness, child care, transportation, child custody, and legal issues.

1003-3-C-2          SSI Supplemental Security Income/SSDI Social Security Disability Insurance

1. Code - B7

2. Description:  All clients who are currently applying for or appealing for SSI Supplemental Security Income/SSDI Social Security Disability Insurance benefits should have SSI Supplemental Security Income/SSDI Social Security Disability Insurance coded as an activity.  Hours in which a client is gathering or submitting documentation for their social security application or appeal can be counted.  The hours of participation recorded on the Work Activity screen will reflect actual hours of activity and may be zero if the client was not required to complete any tasks in the application or appeal process that month.

1003-3-C-3           POST-SECONDARY EDUCATION

1. Code - P1

2. Description:  College level education that is not included in the approved curriculum, is beyond the 12 month allowable timeframe or does not meet the verification requirements of WSPM 1003-3-A-8c.

1003-3-C-4           NEW REFERRAL

1. Code - NR

2. Description:  This code is designed to identify new clients and track the length of time between referral to an assigned WSP Work Service Provider and client engagement with their case manager in FSSP Family Self Sufficiency Plan development.  The start date should be the date that DPA Division of Public Assistance refers the client to their assigned case manager (or service provider agency).  The code remains until the case manager enters an end date indicating that they have developed an FSSP Family Self Sufficiency Plan with the client on that day.  This code may only be used when the client is in the referral process.

1003-3-C-5            NOT PARTICIPATING

1. Code - NP

2. Description:  Clients who are not excused from participation (do not have good cause) and not engaging in assigned work activities are subject to penalty.  The start date for this code should be the day the case manager determined the client was not participating.  Case managers must follow policy and procedure to contact the client to determine good cause, evaluate the appropriateness of assigned activities, attempt to re-engage the client and penalize as appropriate (ATAP MS 723-1 and ATAP MS 723).

1003-3-C-6            GAP IN PARTICIPATION

1. Code - S2

2. Description:  A gap in participation is an approved temporary break in work activity.  Case notes and other supporting documentation should verify the client is excused from work activity.  Approved temporary breaks (less than one month) may be documented in CLNOs.  For breaks In excess of one month the client should be exempt from work activity, and be appropriately coded as such, due to care for an infant, disabled child or relative, or medical incapacity, i.e., Health Status Report form (TA10) on file (ATAP MS 730-2).

1003-4                HOLIDAYS AND EXCUSED ABSENCES

1. APPROVED HOLIDAYS

Holiday hours will be coded with the number of activity hours the client would have been doing that day if the day had not been a holiday.

State and federal holidays allowed under this plan are:  New Year's Day, Martin Luther King's Birthday, Presidents' Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans' Day, Thanksgiving Day, and Christmas Day.

NOTE:  If the holiday falls on a Sunday, the holiday is observed the following Monday.  If the holiday falls on a Saturday, the holiday is observed the preceding Friday.

2. EXCUSED ABSENCES

Federal regulations allow up to 80 hours of excused absence per 12 months (limited to 16 hours per month) in addition to observed state and federal holidays.  The number of excused absence hours are monitored by matching the previous 11 months federal TANF Temporary Assistance for Needy Families data to the current month's TANF Temporary Assistance for Needy Families data to check the number of hours reported.  Both excused absences and holidays only apply to the hours the individual was scheduled to participate in unpaid activities.  Clients participating in business or community work experience activities must have absences approved by the work experience site supervisor.  For clients in other unpaid work activities, an absence is only "excused" if approved by the case manager.

1003-5                 ENTERING WORK ACTIVITIES

Once verification of activities has been received and the case manager has confirmed that the documentation meets the standards described above and in the Work Verification Plan (WSPM 1003-3), the hard-copy verification must be placed in the client's file.  The case manager enters a CLNO Client Notes describing the completed activities and the activity hours are then entered onto the Work Activity screen in CMS Case Management System.

Total monthly hours for each code may only be rounded up once; after all calculations have been completed.

Example:

3.5 hours of work search a day for 15 days = (52.5 rounded to 53) NOT 60 (3.5 rounded to 4 hours x 15).

If the ATAP Alaska Temporary Assistance Program case closes, the case manager is responsible for the follow-up with the client to confirm and enter any work activity hours or employment hours before closing the work services case and the Work Activity screen in CMS Case Management System.

Detailed instruction on entering work activities into CMS Case Management System can be found in section eight of the CMS User Guide.

1003-6                PERFORMANCE CONFIRMATION

An accuracy rate of 79% or lower during a review period will require the provider to  follow the process below until their WSQR demonstrates their performance exceeds the standard. The Performance Confirmation procedure is detailed below:

1. Program Integrity and Analysis/Research and Analysis (PI&A/RA) section identifies a sample of families from each provider's participant listing who have met the participation rate.  The selection parameters are as follows:

1. Twenty percent of the agency caseload will be selected for each provider with a minimum of five cases and a maximum of 30 cases.

2. The selection will be weighted in accordance with the overall family type, e.g.  All Family or Two-Parent families on the State of Alaska Temporary Assistance caseload.

2. The participant reports are distributed to the appropriate service provider.  The participant report will include a column indicating that a participant has been selected for work verification review.  The Work Services Provider management will ensure the review of the following for each case identified on the Participant Report.

1. CMS Case Management System Work Activity screen for each selected adult (both adults in a selected 2P family).

2. CLNO Client Notes which describes the data entered and how it was verified.

3. The hard copy verification, e.g., payroll stubs, work statement, activity logs or the third party verification documentation.

4. The provider will verify the accuracy of the work verification utilizing information documented by their staff.

5. The provider will correct all documentation or work activity errors within five days and provide CLNO Client Notes entry of the correction.

6. The provider will complete a report (template will be provided by WSTA@alaska.gov when work verification is required) of correctly and incorrectly verified and documented work activity information.  This must be submitted via Direct Secure Messaging to WSTA@alaska.gov (with a copy to dpa.csqa@alaska.gov) by the last business day of the month until directed to cease completing the report.

7. WSQR Work Services Quality Review results demonstrating an 80% or higher accuracy rate will indicate appropriate improvement.

8. The Work Services Policy Program Coordinator will confirm both the requirement to begin and approval to cease the monthly Performance Confirmation during WSQR Work Services Quality Review meetings.