Setting Higher Individual Expectations

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S H I N E

• Setting Higher Individual Expectations

Carroll County Department of Social Services
TCA Work Program
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Goals of the Program

• PURPOSE To provide opportunities for our
  customers to receive and develop the
• Education
• Training
• Skills Development
• Supportive Services
• GOAL To obtain employment and other services
  that will lead to family self sufficiency.

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What DSS provides

• WEX Leads from Job Developer based on interest
  and/or experience
• Referrals to community resources
• CCYSB
• Early Head Start
• Transportation assistance (incentive)
• POC/Child Care Vouchers (subsidized child care)
• Intensive Case Management
• P10 funding

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What DSS Provides

• Assistance with applications including
  employment, FAFSA, NIN, Housing, Emergency
  assistance and Resume assistance
• Job leads via email
• Incentives
• Mock Interviews
• Professional Clothing Assistance
• If its possible within policy we will make sure
  you get it.
• ---Karen Bernard, FIA AD

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Abbreviations

• Cheat Sheet for Jargon

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Commonly Used Abbreviations

• FIP Family Investment Plan
• LDWLast Day of Work
• T/S Time Sheets
• 500 medical exemption form
• BERC Business Employment Resource Center
• WNJ Winning New Jobs

• GREAT Good Resumes, Education, And Training
• POC Purchase of Care (Child Care subsidy)
• WAC Work Activity Coordinator
• WEX Work Experience
• Wage form verification of employment or
  terminated employment

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Commonly Used Abbreviations

• 1052 Request for Information
• UIBUnemployment Insurance Benefits
• CK Child under 1 exemption MAX12 months in a
  lifetime
• IPV Intentional Program Violation
• BEV Class time countable MAX12 months in a
  lifetime
• CIDCustomer ID Number

• NONC-noncompliance failure ot meet program
  requirements
• Conciliation/Sanction penalty
• FIPFamily Investment Plan/Personal
  Responsibility Agreement
• OWRAOnline Work Readiness Agreement

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SHINE Orientation

• Ground Rules

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Ground Rules

• Customers will
• Be respectful Everything here is confidential!
  Do not repeat someone elses conversation outside
  of this room.
• No cell phones use in class (includes texting).
  Please put phones to vibrate and only in an
  emergency take call during breaks.
• Smoke only at the roadside sidewalk. State
  buildings are smoke free by law
• Follow the instructions of the SHINE facilitator
  including suggestions for updating resumes
• Contact their Work Activity Coordinator (WAC)
  with any questionsthey are your point of contact

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Ground Rules (Continued)

• Will request WAC after lunch if any questions
  remain
• Will participate and cooperate
• Will have timesheets signed at end of each class
• Will request sign for transportation
  assistance at end of Day 1 - If eligible will
  receive on Day 2
• Submit completed SIGI, Master Application
  Resume to WAC at end of SHINE orientation

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The TCA Team
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Whos Who?

• TCA Supervisor/FIA AD Ms. Karen Bernard (x3362)
• Data Manager/Work Program Coordinator Ms. CJ
  Stiles (x3318)
• SHINE Facilitator/Job Developer Ms. Ann Thomas
  (x3462)
• WAC Ms. Kimberly Craig (x3478), Ms. Erin Welch
  (x3322)
• Eligibility Worker/ TCA Case Managers Ms. Judy
  Ripper (x3365), Ms. Kelly Gruber (x3392)
• Substance Abuse Screener Ms. Paula Kleiman
  (x3439)
• POC Case Manager Ms. Robin Sayers (x3358)

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Why do I Have to Participate in the Work Program?

• Meeting Eligibility Requirements
• Federal Law

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PRWORA 1996

• Personal Responsibility and Work Opportunity Act
• Federally mandating TANF (Temporary Aid to Needy
  Families) or Cash Assistance be tied to work
  activity
• Work activity must be tracked and verified
• Audits on Federal and State Levels
• Work activities include
• Job Readiness Training
• Job Search
• UNPAID internships and community services
• Vocational Training and GED Prep and/or ESOL
  activities
• Restrictions Apply

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Mandatory Requirements

• Requirements are set by Federal and State
  standards and are mandatory.
• If you are mandatory to participate in the work
  program, you must
• meet the hourly requirements established
• comply with the Family Investment Plan (FIP)
• Failure to meet these requirements may cause a
  closure/denial of Temporary Cash Assistance
  benefits.

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Review of Forms
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Review of Forms

• FIP
• Time Sheet
• Employer Contact Log
• Verifications
• WEX Agreement
• Wage Form
• Medical Form
• Change Form

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Timesheet
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Time Sheet Instructions

• DO NOT use any colored ink besides black or blue
  to complete your time sheet. Do not use pencil.
• Do not make entries in the upper right box or in
  the code boxes.
• You must enter the activity (what youre doing
  where) each day, even if its the same activity.
• When you change activities, you will use another
  block of the time sheet. You cannot include one
  activity into another (such as job search while
  you are volunteering).

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Work Activities

• What counts
• Only APPROVED Work Activities are countable

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Work Activities

• Job Search/Job Readiness Training
• Includes SHINE, WNJ, GREAT Resume
• ANY class taken at BERC
• Substance abuse treatments and/or maintenance
  appointments
• Mental health appointments
• Volunteering
• Employment
• Vocational Education
• VERIFICATIONS must be submitted to be countable

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Countable Activity Job Search

• ALL job searches must be documented on timesheet
  and job contact sheet, with printed or emailed
  verification for each
• Online applications confirmation application was
  submitted
• Email copy of email with date
• In person business card of manager on duty and a
  copy of your application that that position (NOT
  a master application)
• Job interviews business card email setting
  interview or follow up interview indication time
  and date of meeting

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Job Search/Job Readiness Verifications

• Job Search
• Fax confirmations, Fax cover sheet, Cover letter
  illustrating position applied to and resume on
  file
• BERC Activities Verifications
• Handouts from class and information on course
  attended
• Certificate showing tutorial was completed
• Check off list of recommendations from Employment
  Specialist
• Business card for interviews
• Mock interview feedback forms
• Literature or information from Job Fair vendors
  and/or signature of Job Developer

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Job Search/Job Readiness Verifications

• All activities must be listed on time sheet
• Start and End dates
• Activities must list What the activity is and
  Where it is
• Example MS Office Word Tutorial at BERC
• Signatures from the front desk receptionist is
  NOT a verification except as justification of
  transportation assistance to BERC

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Job Search Tips

• Make your job contacts relevant!
• If you dont have reliable transportation, do not
  apply for jobs in other states or counties.
• If you dont have the requirements of the
  position dont apply for the jobit will not be
  countable
• Example Judy has no certifications. Judy has not
  yet completed her GED. She knows she wants to
  become a nurse. A job opens for a Medical
  Assistant. She applies. This is not countable.
• Keep current information on your Employer Contact
  Log.

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Job Contact Sheet
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Common Errors

• No verifications of job search
• No verifications of excused absence hours,
  appointments
• No date on job search verification
• No contact sheet
• Missing Signatures
• Incomplete or No WEX form
• Incomplete or No Wage form
• Time sheets dated incorrectly

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Why Volunteer?

• Volunteering gives you an opportunity to develop
  work ethics habits
• Gain experience in different career fields
• Give back to the community
• Looks great on your resume
• May lead to permanent employment
• You can NOT volunteer with family or friends, and
  your location must be approved by DSS.
• Its a countable activity
• By the last day of WNJ you should have submitted
  a WEX form
• Minimum required hours are to be in volunteer
  placement

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Countable Work Activity (WEX/WEM)

• Work Experience/Community Service (6 month
  maximum service at any one particular location
  and must be approved by DSS personnel)
• If a position is arranged by customer then a site
  visit must be completed BEFORE the site is
  approved
• Supervisors must be present to monitor customer
  volunteering
• Tip Ask who else should be supervising your work
  when the supervisor is out and have that person
  listed on WEX agreement
• 2 weeks notice is necessary before leaving a
  volunteer placement and is the responsibility of
  the customer
• Good cause exemptions to be approved by office

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Countable Work Activity (WEX/WEM)

• Family members CAN NOT supervise in WEX/WEM
• You are not to volunteer with former employers
• WEX/WEMs are UNPAID internships
• If you are being paid in tips you MUST declare it
• You should not volunteer in a position in which
  you are already qualified to work
• Example Kelly is a Legal Assistant. She knows of
  a local legal office. She arranges an internship
  with the law office as a Legal Assistant.

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Countable Work Activity (WEX/WEM)

• Purpose of the WEX/WEM
• Fills in gaps in employment
• Builds professional reference list
• All WEX/WEM supervisors agree to give evaluation
  for your records
• Builds skills-Free Training!
• Potential for employment if you impress and
  theyre hiring
• Save BEV hours by counting clinicals and school
  mandated internships as WEX/WEM

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Partnerships for WEX and Employment Opportunities

• Access Carroll
• Carroll County Government
• Human Service Programs
• Carroll County Department of Social Services
• NESAP
• Carroll County Health Department
• Office support
• SKIT (Seniors Keep in Touch)

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Countable Activities Treatment

• Physical or Mental Rehabilitation
• Mental Health therapy
• Physical therapy (standing appointments)
• Substance Abuse Screening
• Substance Abuse Maintenance
• Self-Help classes like AA, NA, Al-Anon, Narcon
• All must appointments must be verified with
• A. Signed letter stating ongoing treatment and
  signatures for appointments
• B. Work Excuse from physicians office

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Countable Activities Employment

• CAUTION!
• Self-Employment Commission-Based jobs are NOT
  recommended!
• (Cosmetologists, Sales, etc.)
• WHY? These types of employment are based on min
  wage
• Example Karen works at the salon as a
  cosmetologist for 20 hours
• Karen is responsible for 20 hrs/wk in work
  activity
• Karen earns 50 for the week
• Karen reported her income within 10 days of
  receipt
• Karen did not meet her minimum required hours
• WHY?
• The minimum wage 7.25, 50/7.256.89 or ONLY
  7 /20 hrs needed

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Countable Activity Employment

• Transitional Assistance (food stamps medical)
  possibly a disregard
• Subsidized Employment is countable for the work
  program but NOT as income
• Work Study is Subsidized employment
• Employment will ALWAYS pay you more than the TCA
  grant

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Employment (Cont)

• If you are hired, have the employer complete the
  wage form section C (BOTH pages)
• Sign the form and ensure it has your CID or SSN
• The hours will be countable from start of work
  towards your work activity
• Income will be countable after receipt of wages
• Missing information, no signatures, etc
  incomplete wage form IF ITS NOT IN WRITING, IT
  DIDNT HAPPEN!
• Range of hours are averaged 15-3022.5

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Countable Activity (BEV) Vocational Education
and Training

• GED prep is not countable under this activity
• Continuing Education
• College /Trade school
• Vocational Education (intended for certificate
  programs or retraining) there is a 12 month
  lifetime limit
• Example Wendy wants to be an RN. She knows she
  has to attend school for atleast 2 years. She
  only has 1 year maximum for counting Class as her
  activity. She completes her Certified Nursing
  Assistant first then works while attending school
  OR Wendy can go for 1 year and then volunteer
  while finishing her degree b/c after 1 year it is
  not countable OR she can use her clinical time as
  a WEX and extend her BEV time

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Special Circumstances

• When life gets in the wayStaying compliant

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Excused Absence Hours

• Sick child?
• Have the flu?
• Vaccinations and preventative care appointments?
• Service Appointments HUD appointments,WIC
  appointments?
• Always try to make routine appointments during
  times when you are not scheduled to volunteer or
  train.
• When you cannot make up the hours AND an
  appointment interferes with your approved
  activity CALL YOUR WAC and let them know, let the
  facilitator or supervisor know and VERIFY!

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Excused Absences Limitations

• Each participant is allowed a maximum of
• 16 hours per month
• AND
• 80 hours for the past 12 months
• NOTE if you use 16 hrs x 5 months, you will have
  exhausted your excused absence time
• DO NOT rely on using the excused hours to meet
  your minimum mandatory hours
• Medical/dental appointment for yourself or your
  child/ren can be excusable IF you submit a work
  excuse

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Medical Exemptions

• To obtain a medical exemption from the Work
  Program
• A completed 500 form must be completed by a
  provider stating a customer cannot work OR train
  with start and end dates
• Attend SHINE orientation
• Submit time sheets weekly showing good progress
  with treatment
• Verify every appointment with a work excuse on
  office letterhead
• Follow instructions and recommendations of the
  provider
• If exempt for a year or more, file SSI/SSDI
  filing all appeals
• Example Kelly has a medical exemption and the
  Dr. recommends PT. Kelly never goes to PT. The
  500 is void. Kelly is noncompliant and set to
  close.

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Medical Exemptions

• If you are unable to perform your work activity
  due to a medical condition for 2 weeks or more,
  you must have your physician complete a 500
  form.
• Need assistance filing for SSI/SSDI?
• Community Resources
• SOAR at Carroll County Health Department (free)
• Catastrophic Health Providers ( of lump sum
  payment when received)
• Social Security Lawyer ( of lump sum payment
  when received)

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Emergencies and the Need to Reschedule Mandatory
Activities

• If you have a conflict and good cause for missing
  a mandatory activity, you MUST contact your Work
  Activity Case Manager before the start of the
  mandatory activity
• You MUST verify the reason for missing mandatory
  activity
• You MUST contact facilitator of mandatory
  activity
• You MUST attend any rescheduled activity as
  assigned you should receive a letter in the mail
  re-assigning your mandatory activity

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Emergencies and Missing Time in Volunteer
Placement

• You MUST
• Call your WAC and report why not in approved
  activity
• Call your WEX/WEM Supervisor and notify them you
  will not be in
• Call the Job Developer to notify her of missed
  time
• Call the ICM if you are assigned one and notify
  them
• You MUST submit verification of good cause for
  missing the activity with your timesheet and list
  the time in an alternate activity

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Holidays

• You may receive credit for work participation
  hours if your regularly-scheduled activity falls
  on a holiday.
• Example July 4th falls on a Wednesday
• If you usually volunteer on Mondays, Tuesdays
  Fridaysyou will NOT get credit for July 4th
  since you do not normally volunteer on
  Wednesdays.
• If your volunteer location is closed on a
  holiday, your supervisor will have to confirm
  that on your time sheet.

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Vacations

• There are NO vacations in the TCA program
• If you do not meet your hours for the month, do
  not submit time sheets, or are not in an approved
  activity, you may face closure or denial of TCA
  benefits

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Non-Compliance Sanctions

• Penalty for not following FIP Work Plan

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Non-Compliance

• If you fail to follow your plan/FIP (which
  includes meeting mandatory hours) we MUST take
  action. Failing to follow guidelines will result
  in a denial of your application if you are an
  applicant.
• Once you become a recipient, you may receive a
  conciliation (1 time only), and/or a sanction. A
  sanction will result in the closure of your TCA
  until you cure the sanction by being compliant
  for the set number of days as set forth by the
  sanction (1, 10, 30 days) CONSECUTIVELY

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Non-Compliance

• Did not meet minimum required hours
• Did not fulfill the FIP requirement
• Did not submit requested information by due date
• Did not attend mandatory activity
• Voluntary Quit
• Failed to follow recommendations of Substance
  Abuse Screener
• Failed to pursue child support and
  recommendations of SAO/BOSE

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Sanction Process

• 1st offense good cause Conciliation, no effect
  of benefit as long as keep conciliation
  appointment or call to reschedule ahead of
  appointment
• 1st offense no good cause 501 Sanction, 1day
  benefit disruption
• 2nd offense 502 Sanction, 10 day benefit
  disruption
• 3rd and ongoing 503 Sanction, 30 day benefit
  disruption
• Monies are pro-rated and may not be the full
  amount for the month budget accordingly
• If a sanction is cured, the case is reinstated as
  of the next business day available the day AFTER
  the case is reinstated after 10 am

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Sanction Process

• If you receive a sanction letter, it is your
  responsibility to contact your WAC to set up a
  sanction appointment
• Sanctions cannot be cured without a sanction
  appointment
• Sanctions restart if hours and/or the cause of
  sanction is not cured (time sheet late, no
  verification, not enough hours)
• All Sanctions MUST be cured in 30 days or
  customer must re-apply

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IPV

• Intentional Program Violations
• (aka FRAUD!)

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IPV Penalties

• 1st instance Ineligible for TCA for 6 months
• 2nd instance Ineligible for TCA for 12 months
• 3rd and final instance Ineligible for TCA for
  lifetime
• All IPVs have the potential for overpayments
  which means the customer is responsible for
  paying the back any money that was received.
• If IPV is found it may be imposed for Food Stamp
  as well as TCA benefits

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IPV

• Common IPVs
• Changing dates on applications or other
  verification of job search
• Changing information on wage forms, doctors
  notes, medical forms
• Creating WEX forms
• Forging signatures
• Providing false information to obtain or maintain
  benefits
• Its not worth it DONT DO IT

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Life After TCA Orientation

• Mandatory Activities to Follow

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NEXT Mandatory Activity WNJ

• Winning New Jobs- 5 days
• Held on the basement level of the building, last
  classroom on the left
• Stairs to the left of main computer room
• Hours Countable towards Work Activity
• Cannot miss 1st day of WNJ
• If you miss 2 or more days, with good cause, you
  must be rescheduled
• Lateness and missed attendance without good cause
  may result in denial or closure of case

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NEXT Mandatory Activities GREAT Resume

• GREAT Resume- 1 day only
• Held on the basement level of the building, last
  classroom on the right
• Stairs to the left of main computer room
• Must bring WNJ folder and paperwork, Master
  application, resume to class
• Must submit SHINE and GREAT resumes to WAC with
  time sheet for credit

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WRAP UP

• Almost Done!

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Summary

• Contact your WAC with any and all questions
• Always verify every activity
• If you have missed a signature or verification
  submit the timesheet ON TIME and notify your WAC
• You will be 1052d for the information and it
  must be submitted w/in 10 days for full credit
• You MUST meet your minimum required hours
• You MUST be in an approved activity
• SHINE Staff work hard to support you
• SHINE Staff are here to help you reach
  self-sufficiency
• Follow your FIP

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Questions

• ?