The application-process-ppt-final-97-2003

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PresentsPresents

The Social Development The Social Development Application ProcessApplication Process

Policy Reference – Social Development Policy & Procedures ManualPolicy Reference – Social Development Policy & Procedures Manual

AgendaAgenda

During this session we will review:During this session we will review:

• Basic Application Process PolicyBasic Application Process Policy

• The Interview ProcessThe Interview Process

• The Social Assistance Application Form (901-27)The Social Assistance Application Form (901-27)

Before you begin! Before you begin! • To give you sufficient time for reading some slides are automated, some To give you sufficient time for reading some slides are automated, some

not.not.• To proceed the manual slides you must use your To proceed the manual slides you must use your computer mousecomputer mouse to click to the to click to the next slide next slide and/or to and/or to displaydisplay the form data the form data

• or alternatively you can use the or alternatively you can use the enter keyenter key on your computer keypadon your computer keypad

• To go back to the To go back to the previous slideprevious slide, press the “Page Up” key. , press the “Page Up” key.

• Please note that in some slides there are Please note that in some slides there are hyperlinkshyperlinks to download useful SD to download useful SD documents from the FNSDS website. Click on these hyperlinks when needed documents from the FNSDS website. Click on these hyperlinks when needed

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What is the purpose of the What is the purpose of the

SD Application Process?SD Application Process?

The SD Application ProcessThe SD Application Process

The Application Process is the foundation of the The Application Process is the foundation of the Band Social Development Worker / Social Band Social Development Worker / Social Assistance Recipient relationshipAssistance Recipient relationship

The purpose of the process is for the BSDW to:The purpose of the process is for the BSDW to: Create a rapport & relationship with the clientCreate a rapport & relationship with the client Gather necessary information & documentationGather necessary information & documentation Establish level of need Establish level of need Decide on eligibility Decide on eligibility Formulate next steps Formulate next steps Create the necessary paperwork and file Create the necessary paperwork and file


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To View Video Click Here

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What are the steps involved in What are the steps involved in conducting the application process ? conducting the application process ?


1 - Meet the client &

complete the Application Form

2- Gather all relevant

information & papers

3- Confirm Eligibility

4- Clarify Client Responsibilities

5 - Come to a decision on

eligibility

6 - Complete Budget and

Decision form & documentation

7 – Process & issue cheque

8 - Establish steps & plan for independence

9 - Create client file & enter docs

case notes

The SD Application Process The SD Application Process Interview Interview process process flowchart flowchart

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What should be considered in What should be considered in

making an eligibility determination?making an eligibility determination?


Eligibility for social assistance is determined by Eligibility for social assistance is determined by Objective consideration of the following factorsObjective consideration of the following factorsin accordance with policy: in accordance with policy:

See See Section 4- Eligibility, Vol 1 of the SD Manual , Vol 1 of the SD Manual residency situation residency situation citizenship status citizenship status family unit, dependency & composition family unit, dependency & composition all sources of income all sources of income cash & other assets cash & other assets Present & special circumstances Present & special circumstances associated costs for shelterassociated costs for shelter

PolicyPolicy

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What policies / conditions must be What policies / conditions must be addressed during the application addressed during the application processprocess??


Policies & ConditionsThe following policy/conditions must The following policy/conditions must be met in the Application Process: be met in the Application Process: (Click on hyperlinks to download Sections)(Click on hyperlinks to download Sections)

1.1. All eligibility & residency requirements have been met (Section All eligibility & residency requirements have been met (Section 4.1, , 4.2 and and 4.3))

2.2. Family Unit Size has been verified (Section Family Unit Size has been verified (Section 4.4))3.3. Applicants has provided all pertinent information relating to Applicants has provided all pertinent information relating to

Assets & Earned & Unearned income (Section Assets & Earned & Unearned income (Section 4.7 & & 4.8))4.4. Applicant has sought all other alternative sources of income Applicant has sought all other alternative sources of income

(Section (Section 4.9))5.5. Client has provided all the documents & information necessary Client has provided all the documents & information necessary

for the BSDW to make a decision & if not, a decision cannot be for the BSDW to make a decision & if not, a decision cannot be made made

6.6. Information provided by applicant has been verified by the BSDWInformation provided by applicant has been verified by the BSDW7.7. NOTE! It remains the client’s and not the BSDW’s responsibility to NOTE! It remains the client’s and not the BSDW’s responsibility to

provide all the needed information and documents provide all the needed information and documents

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What forms need to be used during What forms need to be used during

the Application Process?the Application Process?


The following The following formsforms must be used must be usedin the Application Process:in the Application Process:(click on links to download)(click on links to download)

Application for Social Assistance (901 -27) Budget and Decision Form (901-25) Employment Insurance Information Form (BCSA 11) Consent to Release Information (901-23) Social Assistance Monthly Renewal Declaration (901-28) all other required forms as described in Section 4 all other required forms as described in Section 4

Where applicable, approved forms must be used in the application Where applicable, approved forms must be used in the application process for process for PWDPWD or or COPH BenefitsCOPH Benefits along with all other required along with all other required forms.forms.

Persons With Disabilities (Persons With Disabilities (SA 330 PWD and MNS Enquiry Form) ) Child Out of the Parental Home Form (Child Out of the Parental Home Form (COPH -001))

Forms

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What client documents are What client documents are needed from the client for the needed from the client for the application processapplication process??


Client Documents Client Documents The following documents must be brought in by theThe following documents must be brought in by theclient during the Application Process: client during the Application Process:

1.1. Please see Please see Section 3.3, Volume SD Manual for a full detailed list , Volume SD Manual for a full detailed list 2.2. Client, spouse and dependent’s Identification Client, spouse and dependent’s Identification 3.3. Immigration papers (if applicable) Immigration papers (if applicable) 4.4. Pay slips, EI slips, Termination Notices (if applicable)Pay slips, EI slips, Termination Notices (if applicable)5.5. Rental agreement and/or rental receipts, mortgage information Rental agreement and/or rental receipts, mortgage information 6.6. Utility bills (Hydro, telephone, fuel, propane, garbage removal etc) Utility bills (Hydro, telephone, fuel, propane, garbage removal etc) 7.7. Child Benefit Notices, Tax Notices, bank book(if applicable) Child Benefit Notices, Tax Notices, bank book(if applicable) 8.8. Info on any other sources of income Info on any other sources of income

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What conditions must be addressed What conditions must be addressed during the application processduring the application process??


ConditionsThe following The following conditions conditions must be met inmust be met inthe Application Process: the Application Process: (Click on hyperlinks to download Sections)(Click on hyperlinks to download Sections)

1.1. All eligibility & residency requirements have been met (Section All eligibility & residency requirements have been met (Section 4.1, , 4.2 and and 4.3))

2.2. Family Unit Size has been verified (Section Family Unit Size has been verified (Section 4.4))3.3. Applicants has provided all pertinent information relating to Applicants has provided all pertinent information relating to

Assets & Earned & Unearned income (Section Assets & Earned & Unearned income (Section 4.7 & & 4.8))4.4. Applicant has sought all other alternative sources of income Applicant has sought all other alternative sources of income

(Section (Section 4.9))5.5. Information provided by applicant has been verified by BSDWInformation provided by applicant has been verified by BSDW

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What are the procedures that must What are the procedures that must be utilized during the application be utilized during the application processprocess??


ProceduresProceduresThe following The following proceduresprocedures must be must beutilized during the interview:utilized during the interview:1.1. Use a consistent procedure & assure the info is accurateUse a consistent procedure & assure the info is accurate2.2. Review all required documentation with applicants & make copies Review all required documentation with applicants & make copies

for filefor file3.3. Assure all documents are either:Assure all documents are either:

Initialed & dated by applicant & StaffInitialed & dated by applicant & Staff Stamped “certified true copy”Stamped “certified true copy”

4.4. Explain to the client that the declaration makes the applicationExplain to the client that the declaration makes the application a legal document & that false statements could lead to charges a legal document & that false statements could lead to charges under the under the Criminal Code of Canada Criminal Code of Canada 55. . Ensure that applicants, recipients, and dependants understand Ensure that applicants, recipients, and dependants understand both of the following: both of the following:

the content of the application and declaration the content of the application and declaration the rights and responsibilities of all parties the rights and responsibilities of all parties

1.1. All forms should be completed by applicant. Questions not All forms should be completed by applicant. Questions not applicable are marked N/A applicable are marked N/A

2.2. Applicant & BSDW initial any changes made a signed Applicant & BSDW initial any changes made a signed

application application

3.3. BSDW observes the signing of declaration & signs as witnessBSDW observes the signing of declaration & signs as witness4.4. BSDW explains how SA will be provided & what the client’s BSDW explains how SA will be provided & what the client’s

responsibilities are (when renewal form is due)responsibilities are (when renewal form is due)

5.5. The Budget & decision form is used to document the The Budget & decision form is used to document the applicant’s resources & monthly requirements to determine applicant’s resources & monthly requirements to determine eligibilityeligibility

ProceduresProceduresAdditionally, it is Additionally, it is importantimportant that: that:

1. Inform the client of the decision, be given a copy & explained the Appeal Process (Section 2.7) if denied

2. Explain the SD Monthly Renewal Declaration3. Refer applicant to suitable services4. Never sign documents for clients, if the client is unable to sign,

the client can put an “X” in the signature box5. Create a file that includes:

Date of application Decisions made & rationale for decision Type of contacts made, issues, requests or concerns raised by

client Enter all pertinent documentation, photocopies & forms Enter file recordings (case notes) to notate your actions and

rationale for your decisions

ProceduresLastly the BSDW must:

The Application Form (901-27) Side 1Side 1

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What are the guidelines for filling What are the guidelines for filling out the SD Application Form? out the SD Application Form?

The SD Application FormThe SD Application Form

• Client fills out the form, unless they have literacy issues Client fills out the form, unless they have literacy issues • All fields All fields mustmust be reviewed and filled as indicated in the be reviewed and filled as indicated in the

following lessonfollowing lesson• All Boxes must be marked with an (x) or a (check mark)All Boxes must be marked with an (x) or a (check mark)• If a question does not apply, enter (n/a)If a question does not apply, enter (n/a)• Worker needs to review the form for accuracyWorker needs to review the form for accuracy• The Declaration must be made clear to clientThe Declaration must be made clear to client• The Client & Worker must sign the formThe Client & Worker must sign the form• The Application for Social Assistance (901-27) form must be The Application for Social Assistance (901-27) form must be

completed: completed: at the initial application at the initial application once every 12 months (annual review) once every 12 months (annual review) if a significant change has occurred (Section 4, Eligibility) if a significant change has occurred (Section 4, Eligibility) at reapplication for assistance at reapplication for assistance

The 901-27 GuidelinesThe 901-27 Guidelines

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How is the form filled out? How is the form filled out?


• In the following slides we will proceed through the In the following slides we will proceed through the Social Assistance Application Form section by sectionSocial Assistance Application Form section by section• The first slides will show what sort of information to be aware The first slides will show what sort of information to be aware

of when filling out the form (of when filling out the form (written in Red written in Red ))• The subsequent slide will have the information added, The subsequent slide will have the information added,

pertinent to the scenario for Jane Jack pertinent to the scenario for Jane Jack • Please note that dates have been kept generic (ie 20xx) for Please note that dates have been kept generic (ie 20xx) for

clarity clarity • For a completed version of the sample click For a completed version of the sample click here


((Also See Application Process Video for Scenario) Also See Application Process Video for Scenario)

Date April 5Date April 5thth. Jane Jack is a mother of two, estranged from her . Jane Jack is a mother of two, estranged from her husband for one year. Recently lost her temporary job as a husband for one year. Recently lost her temporary job as a secretary at a local office due to cutbacks. She had started in secretary at a local office due to cutbacks. She had started in January & worked for only a few months. She is in with her two January & worked for only a few months. She is in with her two children and is out of money and the rent & utilities have not been children and is out of money and the rent & utilities have not been paid for May. Her last paycheck was for $500. She has filled out the paid for May. Her last paycheck was for $500. She has filled out the Application Form and the worker is reviewing the information, Application Form and the worker is reviewing the information, correcting any errors. The client & worker sign the application. The correcting any errors. The client & worker sign the application. The following is the completed application.following is the completed application.

Sample Scenario Sample Scenario


Section 1 – Client InfoSection 1 – Client Info

(If No enter N/A in date of arrival, If Yes fill in date)(If No enter N/A in date of arrival, If Yes fill in date)

(( if NO, no other information required) if NO, no other information required)

(if YES no other information required, if NO enter (if YES no other information required, if NO enter explanation)explanation)

(needs to match identification, if not applicable enter N/A(needs to match identification, if not applicable enter N/A

Note Comments in Red Note Comments in Red Click Enter to see data

Have the client enter all pertinent informationHave the client enter all pertinent information

Section 1 – Client InfoSection 1 – Client Info

JANE JACK JANE JACK PACIFIC FN 980 0014301PACIFIC FN 980 0014301BCBC

1345 TSLIEL-WAUTUTH STREET1345 TSLIEL-WAUTUTH STREET PACIFIC LAND, BC V0N 1G0PACIFIC LAND, BC V0N 1G0 X 604-955-2345

X X Mar 31Mar 31stst 1953 1953 7 2 1 4 3 2 6 7 8 7 2 1 4 3 2 6 7 8 N / A N / A SecretarySecretary

X X N/A N/A

x x 1 2 2 9 LEANNE TOM, PACIFIC FIRST NATIONx x 1 2 2 9 LEANNE TOM, PACIFIC FIRST NATION 1011.001011.00

XX

XX

0 x 0 3 2 8 LAID OFF – Funding Ended 0 x 0 3 2 8 LAID OFF – Funding Ended

X Ex Spouse X Ex Spouse whereabouts Unknownwhereabouts Unknown

N/A N/A N/A N/A N/A N/A

N/A N/A N/A N/A N/A N/A

PACIFIC FIRST NATION 980PACIFIC FIRST NATION 980

Section 2 – ResidencySection 2 – Residency

Click Enter to see dataClick Enter to see data

(if client has moved in the last 12 months enter Data, If not enter N/A) (if client has moved in the last 12 months enter Data, If not enter N/A)

((If applicant or spouse have been in school or program If applicant or spouse have been in school or program

in the last 12 months enter data, if not enter n/a)in the last 12 months enter data, if not enter n/a)

(If applicant &/or spouse were employed in the last 12 months enter data, if not enter N/A(If applicant &/or spouse were employed in the last 12 months enter data, if not enter N/A)

Section 2 – Residency Section 2 – Residency

N/AN/A N/A N/A

Computer Skills Level 1, 2 & 3Computer Skills Level 1, 2 & 3 January XX July January XX July 20XX 20XX N/A N/A N/A N/A N/A N/A

PACIFIC FIRST NATION January 20XX PACIFIC FIRST NATION January 20XX March 20XXMarch 20XX

N/A N/A N/AN/A

Section 3 – Dependents Section 3 – Dependents


If applicant has minor dependents enter names (needs to match identification), If applicant has minor dependents enter names (needs to match identification),

relationship to applicant (son or daughter)relationship to applicant (son or daughter)

Do not list spouse in this section. If question does not apply enter N/A)Do not list spouse in this section. If question does not apply enter N/A)

(if question does not apply enter N/A)(if question does not apply enter N/A)

Section 3 – Dependents Section 3 – Dependents

SARAH JACK DTR SARAH JACK DTR 02/10/xx02/10/xx PACIFIC FN 980-001 43 03 PACIFIC FN 980-001 43 03 GRADE 10GRADE 10

JASON JACK SON JASON JACK SON 14/04/xx14/04/xx PACIFIC FN 980-001 43 02 PACIFIC FN 980-001 43 02 GRADE 6GRADE 6

N/AN/A N/A N/A N/A N/A

Side 2Side 2

Section 4 – Assets Section 4 – Assets


(If No, further info required, If Yes, enter dollar amount)(If No, further info required, If Yes, enter dollar amount)

Section 4 – Assets Section 4 – Assets

X 0.00 X $0.00 X X 0.00 X $0.00 X 0.00 0.00X 0.00 X 1997 Chevy ($2500) X X 0.00 X 1997 Chevy ($2500) X 0.00 0.00X $0.00 X $0.00 X X $0.00 X $0.00 X $0.00$0.00

Section 5 – Income Section 5 – Income

((If applicant indicated no spouse and/or dependents, put a line though If applicant indicated no spouse and/or dependents, put a line though the entire column, and mark with N/A)the entire column, and mark with N/A)


Section 5 – Income Section 5 – Income

$2,500.0$2,500.000

N AN A N N AA

X 500.00 X 500.00 Apr3/XXApr3/XX

Section 6 – Shelter Section 6 – Shelter

(Supporting Documentation must be provided & confirmed) If not (Supporting Documentation must be provided & confirmed) If not applicable enter N/Aapplicable enter N/A


Section 6 – Shelter Section 6 – Shelter

X JANE X JANE JACKJACK

RENTED RENTED X

310.00 85.00 310.00 85.00 12.0012.00

66.0066.00

N/A N/A N/A 24.00 24.00

Section 7 - DeclarationSection 7 - Declaration

Client must read declaration. If client has difficulty reading, Client must read declaration. If client has difficulty reading, worker can read the declaration to the clientworker can read the declaration to the client

Client signature needs to be witnessed & datedClient signature needs to be witnessed & dated

Use this section to enter details on documentation or otherUse this section to enter details on documentation or other


Section 7 - DeclarationSection 7 - Declaration

Leanne Tom Leanne Tom May 5/XXMay 5/XX Leanne Tom Leanne Tom 05/5/XX05/5/XX

Jane supported herself and her children with the two month’s income she received from her temporary employment with the band. March rent and food paid for with last cheque. Currently out of funds, not entitled to EI due to short length of employment. Husband cannot be found, no maintenance available. All documentation currently received. Client will need SA for May.

Jane Jack May 5/XX Jane Jack May 5/XX Leanne Tom Leanne Tom May 5/XXMay 5/XX

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Using the Jane Jack Scenario what Using the Jane Jack Scenario what should be in the Jane Jack File? should be in the Jane Jack File?


Jane Jack’s ID & & her children’s ID SD Application Form Budget and Decision Form Consent to Release Form Tenancy Agreement Hydro Bill & & Telephone Bill l Propane BillPropane Bill Jane Jacks last Pay slip Jane Jacks last Pay slip HRDC Consent Form and HRDC’s Response letter HRDC Consent Form and HRDC’s Response letter Monthly Renewal Slip Monthly Renewal Slip Client Case NotesClient Case Notes Child Benefit Notice Child Benefit Notice

(Please click on links below to download completed samples for your information )(Please click on links below to download completed samples for your information )

Jane Jack’s File Content Jane Jack’s File Content

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For further information and/or SD Policy Clarification For further information and/or SD Policy Clarification contactcontactour training staff at -1-800-991-7099 or visit our our training staff at -1-800-991-7099 or visit our website at website at www.fnsds.orgwww.fnsds.org

[email protected] - FNSDS Program Manager [email protected] - FNSDS Program Manager

[email protected] – FNSDS Training Coordinator [email protected] – FNSDS Training Coordinator

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The application-process-ppt-final-97-2003