1001               ATAP WORK SERVICES DEFINITIONS

Client:  A client who has either applied for or has been approved for ATAP. All clients are referred to receive Work Services; this would encompass mandatory client participants, and voluntary client participants, but not children. It is also inclusive of clients who have closed their ATAP case with employment who continue to be eligible for Support Services for one year through Post Temporary Assistance (post TA).

Discovery Services (DS):  Discovery is a comprehensive method of learning about how the participant “gets things done”. The Discovery Specialist Vendor (DS) learns about the family’s circumstances by observing everyday activities and interviewing individuals who support them. The DS learns about conditions essential to the client’s success, areas of interests regarding possible work environments and the unique skills and contributions that they will bring to a job. As an alternative to typical vocational assessments, Discovery provides direction that makes sense in relation to the participant’s life while keeping the range of employment opportunities and income options open. Informational notes gathered in Discovery are used to develop a written narrative which provides direction for negotiated employment or other options. (WSPM Section 1023)

Due Diligence:  Due Diligence is a process or review of a process to measure the skill, good judgment, common sense and persistent personal attention which exceeds that expected from and ordinarily exercised by a reasonable person under particular circumstances. 

Due Diligence, as it relates to WF or FF track is not measured by any absolute standard, but depends on the relative facts of a specific case or situation. All facts relating to a client’s individual circumstances must be considered as well as any possible consequences.

Administratively there are required services and recommended services. Due diligence is required.

Employment Planning Meeting:  The Employment Planning Meeting (EPM) is the meeting during which the Family Support Team (FST) develops an individual plan or "blueprint" for employment. The plan includes the job seeker’s work interests, job contributions and conditions which will need to be addressed or accommodated for the client to become successfully employed. Specific work sites and employment leads are identified during the meeting. (WSPM Section 1024)

Engagement and Re-engagement:  Engagement and Re-engagement refers to the Case Manager’s ability to build rapport and a trusting relationship with the client; one in which they can successfully move the client forward, without interruption of services. Case management is intended to assist the family in becoming resourceful in accessing the full range of community resources and achieving financial self-sufficiency. The Families First Work Services (FFWS) model provides a foundation for wraparound community services to meet the full range of client/family needs. In order to understand a client/family’s needs, it is imperative to create an atmosphere where a trusting relationship can develop. Understanding the client/family’s needs ultimately leads to awareness of the FFWS client’s immediate and progressive long-term goals to maximize their self-sufficiency. The Case Manager’s ability to carry out strategies to engage the client in moving forward is considered part of due diligence effort. (WSPM Section 1006).

Evaluation for Disability:  Evaluation for clients who have disclosed that they have a disability that prevents them from going to work full-time; or, clients who have a health (including behavioral health) condition documented by a medical professional which prevents them from full time participation in work  or work activities. Clients must have medical verification that their condition will exceed a full calendar month, and is not a short-term condition (i.e. broken leg, recovery from a surgical procedure, etc). Clients who have been on an exemption for Incapacity (IC) in excess of 12 calendar months or are repeatedly experiencing intermittent periods (more than 3 in a 12 month period) of incapacity exceeding 60 days per episode shall be referred for a disability evaluation. This evaluation includes review of medical documentation by a qualified worker using criteria aligned with Social Security Administration rules. A disability evaluation specialist will document their findings by determining whether the client is disabled or not disabled per Social Security criteria, or lack of documentation or clarity of records prevents a complete evaluation of the client’s possible disability. (WSPM Section 1022 placeholder)

Families First Facilitators:  Families First Facilitators (FFFs) are DPA employees who are trained in all aspects of the Families First Work Services (FFWS) delivery model. The Families First Facilitator has an ongoing role as a liaison to initiate and nurture working relationships between Division of Public Assistance (DPA)/Work Services and community agencies to enhance community partnerships and connections. The Families First Facilitator responsible for introducing human service agency representatives to the FFWS model and purpose of Family Support Teams. The Families First Facilitator additionally acts as a consultant to the Case Manager to learn more about local community agency and program resources. Furthermore, the Families First Facilitator is available to partner with the Case Manager to facilitate the process of establishing Family Support Teams, or problem-solving any challenging issue(s) faced by an existing Family Support Team. (WSPM Section 1018)

Families First Model:  Families First is a DHSS and DPA service delivery model providing collaborative, community-based services, supports and resources in planning for and supporting family self-sufficiency through employment. The goal is to provide a higher level of service and a responsive support system for DPA’s more vulnerable families who experience complex life circumstances and needs. At the core of the model is for case managers to collaborate with the client, their natural supports (i.e., family, friends, unpaid advocates) and a variety of agency providers to provide wraparound services. The targeted outcome is to move the client and family toward greater self-sufficiency. The overall goal of the model is to work toward family stabilization through service coordination, as well as determining self-sufficiency needs and employment options that best match the client and family’s circumstances. Some clients may require a referral for a Social Security screening (carried out by a Social Security Advocate). For a small percentage of clients, a more comprehensive path to employment through Discovery activities and Negotiated Job Development (carried out by Discovery Specialists and Job Developers) may be appropriate. (Attachment II)

Families First Work Services:  Families First Work Services (FFWS) is the track which provides ongoing case management for vulnerable families who experience multiple or profound challenges to self-sufficiency. All FFWS clients will be referred for and complete the Alaska Screening Tool (AST) within 30-days of being approved for ATAP. The AST (carried out by a Behavioral Health Specialist) is intended to ensure the family is correctly placed in the FFWS track. Services under this track follow the Families First Model which begins with the completion of a thorough Employability Assessment, as well as wraparound services and supports to assist the client’s progression toward self-sufficiency, individualized to their specific circumstances. Collaboration by the case manager with a variety of providers is key to the FFWS track and they are the primary coordinator and facilitator in the establishment of Family Support Teams. Family Support Teams (FSTs) are composed of the case manager, the client, the client’s natural supports (i.e., family, friends, unpaid advocates) and a variety of agency providers. The utilization of FSTs leads to the creation of Informed Family Self-Sufficiency Plans (IFSSPs) for ATAP families. The IFSSP, or Informed Plan, incorporates all other agency plans or identified services provided to family members. Services focus on increasing self-sufficiency through stabilization efforts, supporting family health, safety, and wellness in cooperation with partner agencies and family efforts. FFWS clients receive a high level of support until they are able to secure employment that matches their individualized work support needs or transfer to Work First Work Services (WFWS, described below).

Family Self-Sufficiency Plan:  The development of a Family Self-Sufficiency Plan (FSSP) is based on information gleaned from the Employment Planning Information (EPI) tool and ongoing assessment of the family’s life complexities, dynamics and present situation.

In cooperation with the client the FSSP will identify goals and measure successful steps toward self-sufficiency. The FSSP is the cornerstone of Work Services; due diligence in thorough assessment of each family’s strengths, challenges and goals is required. (WSPM Section 1008)

Family Support Team:  Family Support Teams (FSTs) are foundational to the Families First Model of service delivery. The Families First Facilitator (FFF) creates partnerships with DHSS agency and community service providers to participate in FSTs. The goal of the FST is streamlining services and collaboratively addressing the entire family’s service needs to work toward developing informed service plans using wraparound service delivery. The support given includes collaborative planning by all team members. The FST will develop action plans that contribute to the development of Informed Family Self-Sufficiency Plans (IFSSPs) which include the requirements and priorities of the multiple programs involved with the family. The ultimate outcome is for all FST members to move the client/family toward stability and to maximize self-sufficiency. The FFWS case managers schedule, coordinate and facilitate FST meetings as needed by the identified client/family, based on their circumstances and needs. Team membership is based on the FFWS client’s choice, guided through the support of the case manager. Each team is composed of the client, the FFWS case manager, natural supports (i.e., family, friends, unpaid advocates) and agency providers. The FFF acts as a consultant as needed to case managers to support active and engaged FST membership and participation. (WSPM Section 1021)

Home/Community Visits:  Home and Community visits are informal meetings outside of the agency office. While historically home visits have been used for ATAP penalties, this model gives case managers an opportunity to evaluate a family’s needs as a whole, taking into account both the positive and negative attributes that contribute to a family’s current circumstances and their day to day life complexities. Home visits are an excellent opportunity to establish a mutually trusting and respectful relationship with the client and/or family. Get to know the client, their family members and their related issues. Such knowledge gained by the case manager will provide solid information to assist the family in achieving self-sufficiency. Home visits will be conducted more with clients participating in the Families First Work Services track since their needs have been identified as substantial through assessments. (WSPM Section 1017)

Incapacity (IC):  The terms “Incapacitated” and “Medically Exempt” are used interchangeably within Public Assistance and among Work Services providers. The two terms each have a specific purpose. It is important to understand, define and use the terms appropriately.

Incapacity refers specifically to a category of eligibility in a household with two biological parents in which one or both has a medical or mental health condition that will last at least 30 days, that limits their ability to perform full-time gainful activity. One or both of the parents could be fully incapacitated or limited only by an hour and the household qualifies for this category. The TANF rules and associated regulation define incapacity only in terms of two-parent households.  Incapacity changes the TA household type, changes the eligibility calculation and the benefit amount. Additionally, coding as an incapacitated household changes ATAP’s caseload participation requirements. When a household is identified and coded with incapacity, it is excluded from the two-parent participation rate. They remain, however in the all-family rate with the non-exempt parent responsible for participating according to the rules of the all-family rate. Coding is set on the EIS SSDO screen allowing DPA to track the number of incapacitated households. The application of this policy is closely monitored because the term ‘incapacitated’ caries the weight of a factor of eligibility.

Single parent households do not have any associated benefit changes, and they are still counted in the All Families participation rate when they are unable to perform gainful activity due to a documented medical or mental health issue. While single parents who are not able to participate are granted an exemption from work activities, they are not excluded from our participation rate. Since there are no changes to the process for calculating the ATAP benefit, there is no incapacity coding on the case. 

A TA-10 is required and must be obtained in order to be considered Incapacitated.  (ATAP Manual Section 720-3)

Initial Tracking Tool (ITT):  All clients who apply for ATAP complete an Initial Tracking Tool  (Attachment VI). This tool helps DPA Eligibility Technicians (ET) recognize indicators of a client’s capacity to participate in work activities (Work First Services Track) and indicators of multiple or profound challenges (Families First Work Services Track) to self-sufficiency. Based on the screening the family will be referred to either a Work First (job ready track) or Families First Work Services (vulnerable families track) provider for ongoing case management, planning for self-sufficiency and identification of activities to help the family become self-sufficient. (WSPM Section 1007)

Informed Family Self-Sufficiency Plans IFSSP:  An Informed Family Self-Sufficiency Plan (IFSSP) is a comprehensive FSSP that incorporates a variety of services and activities that the client and family is engaging in or expected to complete as part of service plans with other DHSS and community service providers. The IFSSP is developed based on Family Support Team (FST) action plans that result from FST meetings. The intent of an IFSSP is to work collaboratively to reduce competing agency priorities/activity expectations and align efforts and activities to better support the family in making progress towards their goals to achieve stability and self-sufficiency. (WSPM Section 1008)

Intensive Job Coaching:  Includes more rigorous job coaching (see below) to meet the needs of the client. Additional supports include increased one-on-one coaching, practicing workplace skills, problem-solving challenges the job seeker has encountered in the past or anticipates they may encounter. The Job Coach/Job Developer acts as an advocate to support job seeker success in employment while helping employers to meet their needs as well. (WSPM Section 1013 Placeholder)

Job Coaching:  Supports provided by the Job Developer/ Job Coach before and during placement (and after, if the placement ends), to help the job seeker prepare for and meet the attendance and performance expectations of the workplace. In general job coaching includes, but is not limited to: punctuality, professionalism and social skills. Job coaches monitor the employee’s performance to ensure the client is able to maintain acceptable workplace expectations independently, or identify the need for additional supports, including intensive job coaching. Recommendations will be made and additional resources added when there is an identified need. (WSPM Section 1013 placeholder)

Job Development:  Job development encompasses an array of services provided to Families First Work Services (FFWS) clients who are seeking or preparing for employment to allow clients to obtain, retain and be successful in work. Services are provided directly to clients, as well as networking with employers and collaboration between case managers, job developers, and the Family Support Team (FST). The ultimate goal is to provide the level of support needed for the FFWS client, as well as to identify and negotiate potential work with employers who not only have an identified need, but may be a good match with the client. Job Development services include: Job Matching, Job Referrals, Job Placement, Individualized Job Development, Job Coaching and Intensive Job Coaching activities as needed. These services are available to all FFWS clients including those who are not referred for Discovery. Those that are referred for Discovery receive a highly intensive level of services that ultimately result in Negotiated Job Development that may be inclusive of any regular Job Development services and support, including work subsidy options. (WSPM Section 1013)

Job Matching:  Services that include the assessment of interests, knowledge, skills and abilities of an individual job seeker and comparison with an employer’s identified needs and negotiate placement in paid or unpaid work. (WSPM Section 1013 Placeholder)

Job Placement:  Placement of a job seeker in a specific job vacancy through working closely with both job seeker and employer. Services often include following up with both the newly hired worker and employer to ensure the success of the placement. For example, the Job Developer’s may identify employee and employer supports needed to ensure the worker maintains and advances in the employment setting. (WSPM Section 1013 Placeholder)

Job Referrals:  Providing a job seeker with information on specific job opportunities including employer contact information, hiring practices, description of work, and other information to allow the job seeker to apply for employment. Job referral may include contacting the employer with or on behalf of the job seeker to assist in the referral and application for employment. (WSPM Section 1013 Placeholder)

Mandatory Participants for Work Services:  All families that apply for ATAP and include a client will be referred to a Work Services provider. Families that are determined eligible for ATAP will continue to work with Work Services providers. Every adult who is included in an ATAP assistance unit must develop, sign and comply with a Family Self-Sufficiency Plan. Most adult recipients of ATAP benefits are considered ”work eligible” and are required to participate in work and/or other activities that are identified on their FSSP as steps towards increasing their self-sufficiency. (ATAP Manual 711-1 and 711-2)

Note:

Clients of children receiving ATAP are required to also be in their child’s case unless otherwise excluded from the program. These cases that include only children are called “child-only” or “adult not included” cases. Clients are excluded from an ATAP case if they are disabled and receive Supplemental Security Income (SSI) or Social Security Disability Insurance (SSDI). Some cases do not include a client because the children are not living with them. Non-needy caretaker relatives are not included in the ATAP case and are not mandatory participants for Work Services.

Medical Exemption (ME):  The terms “Incapacitated” and “Medically Exempt” are used interchangeably within Public Assistance and among Work Services providers. The two terms each have a specific purpose. It is important to understand, define and use the terms appropriately.

Medically exempt refers specifically to a caretaker relative who has established limitations on their ability to participate in work activities with documentation from a physician or other licensed medical professional. The Medical Capacity Form, (TA-10) is used but is not required to document each parent’s ability to participate or go to work. A doctor’s note is also one form of acceptable documentation. Based on the provided documentation, the parent may be fully or partially exempt from participation in work activities.  When the documentation indicates that the caretaker relative is able to work part-time, they may be required to engage in work activities up to the limit set by the physician or other medical professionals. The exemption may be applied at application, in conjunction with the development of the FSSP, or at any time during a family’s period of eligibility if a change in circumstances also changes the individual’s exemption status. Clients and families with medical exemptions will still be counted in the “All Families and Two Parent Federal Participation Rates”. The only exception to this is if a family with two parents is coded as “incapacitated” based on the TA-10. See “Incapacity” for details. (ATAP Manual Section 730-2)

Native Employment Work Services (NFAP):  A Native Organization provides job development and job coaching under their ACF approved Native Employment Works plan. These families are now removed from the participation rates if the State chooses. (WSPM Section 1032)

Native Family Work Services:  A Tribal Organization eligible to Native Family Assistance Programs (NFAP) [Tribal TANF] to their service area as per 7 AAC 261 that provides the entire scope of Work Services including both Work First and Families First Work Services as well as Negotiated Employment. (WSPM Section 1032) 

Negotiated Job Development:  Negotiated Job Development (NJD) is a series of activities which culminates in the creation of a successful employment relationship that is mutually beneficial to the employer and job seeker. Differing from the traditional labor market work search, the goal is to negotiate a position rather than pursue posted employment recruitment notices. Negotiated Job Development is DPA’s specific strategy used to pursue employment matches for Families First Work Services (FFWS) clients who have been referred for Discovery and subsequently completed a written Profile summary, a FF Employment Plan, and a visual Portfolio. Through Discovery, and utilizing the Profile and the FF Employment Plan, potential employers are identified based on a likely match to the job seeker’s skills, interests, contributions and conditions. In addition, it is determined what level of representation best matches the job seeker. At the negotiated job development phase the job seeker is represented or presented to employers through a series of meetings. The purpose of these meetings is to introduce the negotiated employment strategy, increase understanding of an employer’s business needs, and to present the job seeker’s Portfolio. The goal of NJD is ultimately to create a job unique to the business’ needs and the skills of the job seeker. Negotiation meetings are most often held at targeted employment sites.  Job seeker representation is conducted using a variety of means through the assistance of a Job Developer who works collaboratively with the Work Services Case Manager (WSCM) and as needed, the Family Support Team (FST). Multiple employment sites may be approached during NJD simultaneously in order to maximize potential for a successful, negotiated employment opportunity. Follow-up support provided to the new employee and the employer is essential as part of NJD. (WSPM Section 1027)

Social Security Application Services:  A service for clients who have been evaluated for a disability and may be eligible for Social Security benefits. Services include assistance in gathering documentation, attending and completing additional assessments or evaluations applying for Social Security benefits, and successfully engaging in the process in order to be determined eligible as quickly as possible. The level of support provided to the client will be adequate to help clients of all ability to apply. (WSPM Section 1022 placeholder)

Universal Screening:  All ATAP clients that are referred to the FFWS track will be referred and screened for behavioral health, safety and other challenges to self-sufficiency within 30 days of becoming eligible for benefits. The “Alaska Screening Tool” (AST) developed the DHSS Division of Behavioral Health will be used and administered by a Behavioral Health Specialist. (WSPM Section 1007)

Warm Handoff:  The term “warm handoff” conveys the requirement that all service providers will communicate or meet face to face with the client and the new case manager prior to any case being transferred between the WF and FFWS tracks. Current FSSP, client goals, progress on self-sufficiency and barriers will be discussed at the meeting. (WSPM Section 1002)

Work First Philosophy:  Guiding philosophy for Work First that maintains that any job is a good job, and the best way to succeed in the labor market is to join it.

Work First Services:  Services entail ongoing case management for clients that can fully participate in activities and are able to test the labor market. Work First (WF) services include Family Self-Sufficiency Planning (FSSP), job club, job referrals, assignment to activities and supportive services. Focus of services is rapid attachment to the workforce, job retention and advancement. Work First is expected to include referrals to community resources as indicated. Vulnerable families with multiple or profound challenges to participation and self-sufficiency are served by Families First (FF) Work Services described below. All WF clients will be assessed during their first month of ATAP to identify challenges to self-sufficiency and ensure the family is correctly placed in WF. (Attachment II)

Work Services:  Work Services encompasses both WF and FF tracks. Work Services provides ongoing case management and services for clients working toward self-sufficiency. Services include the Employability Assessment, FSSP or IFSSP development, job club, job referrals, assignment to activities and Supportive Services. Both Work Services tracks are expected to make referrals to community resources (housing, child care, behavioral health assessment, domestic violence, and other services to mitigate challenges to self-sufficiency). The level and type of services provided to families is based on an assessment of their capacity to work and the type and frequency of supports they need. (WSPM Section 1003)

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