1016-5           EXTENSION STAFFINGS

For ATAP Alaska Temporary Assistance Program recipients, a 58th month an Extension Review Staffing must be held at which a determination of eligibility for continued benefits will be made.  Refer to (ATAP Manual Section 701-3) for further policy clarification on extension criteria. 

It is expected that most families who have been granted an extension to the 60 month time limit will receive FF Families First services. Extension staffings may be combined with a quarterly review and will contain all the requirements of the fourth quarter staffing with the additional expectations specific to an Extension Staffing.

It is recommended that extension staffings are combined with quarterly staffings to reduce the number of meetings and administrative burden of documenting staffings.

Note: the 58th month extension staffing may be conducted a month early and be combined with the quarterly 57th month staffing.

Applicants who submit an application with 57 or more months of TANF Temporary Assistance for Needy Families used must receive an extension staffing immediately.

Clients who reach 57 months of TANF Temporary Assistance for Needy Families used and do not want an extension must receive an exit staffing. See WSPM Section 1016-6.

1. 1. 1. Extension Criteria

All families who are seeking an extension must meet one or more of the following criteria. 

1. 1. 1. 1. Domestic violence;

         2. Physical or mental incapacity;

         3. Caring for a child or relative with a disability who is part of the mandatory filing unit, or;

         4. Unable to work or achieve self-sufficiency due to “Hardship”

For more detailed definitions on the criteria refer to (ATAP Manual Section 701-4).

1. 1. 2. Evaluating the Family’s Eligibility for Extension

If a family approaches the 60 month time limit (57 months for applicants, 58 months for recipients), or if a family on extension has only 1 month remaining on extension, the case manager holds a staffing.

If the client requests an extension, the staffing is an extension staffing to determine if they qualify for extension, and to plan what self-sufficiency activities the family will engage in during the extension period.

If the family qualifies for extension, the case manager will contact DPA Division of Public Assistance to request extension and provide documentation as required. 

DPA Division of Public Assistance eligibility staff is responsible for reviewing the recommendation to extend (or deny extension) and ensure that documentation is adequate to support the eligibility determination. The DPA staff then takes action to extend or deny the case.

If a family appears to qualify for extension but there is inadequate documentation to support an eligibility determination, an extension will be granted for the time period necessary to get documentation, complete any assessments needed, or access medical or social services that may verify the situation or condition. 

Once additional information is available the case will be reevaluated.

1. 1. 1. 1. If the new verification, documentation or results confirm the family is eligible for extension, the case manager will inform the DPA eligibility office that the family meets criteria, provide backup as appropriate, and recommend extension be granted (including the number of months to extend).

         2. If the family’s situation may have changed since the staffing, when additional information is available another extension staffing may be held to allow the case manager, family and FST to reevaluate their eligibility for extension and develop a new FSSP.

         3. If additional information does not become available, the case manager will meet with the client to discuss why additional information was not presented.  If the client was unable to access medical or social services because it was not available to them, or they had good cause for failure to access the services, the case manager may allow additional extension to pursue the service and/or documentation.  If the client does not have good cause, the case manager will work with the family to determine if they still want an extension, consider whether the family meets extension criteria, and provide their recommendation and documentation to DPA eligibility staff.

Note:

As part of the quarterly review process it is anticipated that any of the above listed extension criteria will be identified well before the 58 month review and those additional assessments and considerations have been identified and handled accordingly. There are some exceptions (i.e., family is new to the Alaska ATAP and is coming in at 58 months). Thorough concise documentation of any assessments and other considerations are mandatory in CLNO’s and CANO’s and will demonstrate due diligence on the part of the case manager. 

If a family does not want an extension, the case manager will provide an “Exit Staffing” See section 1016-6.

1. 1. 3. The Families First Staffing Team

The case manager and client are present at the staffing. If the client has a family support team, members of the team may also be present. The client may bring a family member, friend, or other support member. DPA Division of Public Assistance work services staff maybe included, if their presence is requested by the client or case manager to support a successful outcome.

Note:

DPA eligibility staff is not usually included in quarterly staffings. DPA eligibility staff may be included in extension staffing in cases where their understanding and expertise in extension criteria is needed or when their understanding of benefits calculations will assist the team in planning for self-sufficiency. In most cases, they can provide information in advance or participate remotely.

The staffing team conducts the extension staffing in order to determine the family’s continued eligibility for Temporary Assistance based on extension criteria as per ATAP Manual Section 701-4.  

After the staffing team conducts the Extension Staffing and documents the issues and recommendations on the case file summary form, they determine whether the issues identified fit within the criteria to allow an extension. The staffing team also determines the length of time for which an extension should be allowed and documents their findings on the extension review form.  The decisions made by the staffing team must be carefully supported by documentation to explain what actions were taken and why including any supporting material or assessments that were presented at the staffing, why the decisions were made, and what information was used to make the decisions.

In cases where the staffing team determines the family is not eligible for an extension, the case manager documents the exploration of possible eligibility and how the family does not meet criteria.

The case manager informs the eligibility worker of the extension recommendation via email and CANO Case Note. 

1. 1. 4. Eligibility Worker Responsibilities for Extension Staffings:

See ATAP Manual Section 701-8 for more detail on Eligibility Worker responsibility.

If the staffing team cannot agree on whether the family meets criteria for extension, the work services provider will email dpapolicy@alaska.gov  with a summary of the issue.  The summary should include any recommendations the staffing team developed for an exit plan or continued self-sufficiency activities.

If the staffing team decides that there are no issues that fit within the criteria for an extension, they document their findings on the extension review form.  The eligibility worker reviews the documentation addressing any aspects of the family’s situation that relate to a reason for which an extension could be allowed and ensure documentation clearly states why the family did or did not qualify for an extension, and under which criteria.

1. 1. 5. Compliance with Informed Family Self-Sufficiency Plan while on Extension

All families who are granted an extension must continue to develop and follow the steps outlined in their FSSP Family Self Sufficiency Plan. FSSP Family Self Sufficiency Plan’s are developed in collaboration with the client, and with the conditions of the extension. FSSPs must address any issues the family is experiencing that impact their self sufficiency.

Clients must continue to take active measurable steps toward self-sufficiency.  The IFSSP Informed Family Self Sufficiency Plan addresses the specific circumstance which has led to the family’s need for the extension and offers strategies for resolution of barriers. Supportive Service is offered as needed, and time frames for case management follow up will be identified on the FSSP Family Self Sufficiency Plan.

Eligibility for TA Temporary Assistance benefits is not affected by failure to completed work activity or develop and follow and FSSP for clients who have an extension to the life-time limit, except in those cases extended due to “Hardship.” Non-compliance penalties can be imposed by the case manager if a client refuses to develop and follow an IFSSP Informed Family Self Sufficiency Plan.

For those cases where “hardship” is the reason for extension to the life-time limit, if a client fails to develop an IFSSP Informed Family Self Sufficiency Plan the hardship extension can be terminated by the case manager. 

The case manager is responsible for tracking the steps outlined on the IFSSP Informed Family Self Sufficiency Plan that a client is taking while under an extension and conduct a continuous review of the client’s incremental progress toward self-sufficiency. All steps taken must be thoroughly documented and due diligence must be demonstrated on behalf of the case manager.

See ATAP Manual Section 701-5 for more detailed information on compliance.