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Setting Higher Individual Expectations
S H I N E
Carroll County Department of Social Services
TCA Work Program
Goals of the ProgramPURPOSE: To provide opportunities for our
customers to receive and develop the:EducationTrainingSkills DevelopmentSupportive ServicesGOAL: To obtain employment and other
services that will lead to family self sufficiency.
What DSS providesWEX Leads from Job Developer based on
interest and/or experienceReferrals to community resources
CCYSB Early Head Start
Transportation assistance (incentive)POC/Child Care Vouchers (subsidized
child care)Intensive Case ManagementP10 funding
Commonly Used Abbreviations
FIP = Family Investment Plan
LDW=Last Day of WorkT/S = Time Sheets500= medical
exemption formBERC = 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 ExperienceWage form=
verification of employment or terminated employment
Commonly Used Abbreviations
1052= Request for Information
UIB=Unemployment 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
CID=Customer ID Number
NONC-noncompliance: failure ot meet program requirements
Conciliation/Sanction: penalty
FIP=Family Investment Plan/Personal Responsibility Agreement
OWRA=Online Work Readiness Agreement
Ground Rules
Customers will: Be respectful: Everything here is confidential! Do
not repeat someone else’s 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 questions—they are your point of contact
Ground Rules (‘Continued)
Will request WAC after lunch if any questions remain
Will participate and cooperateWill have timesheets signed at end of each
classWill 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
Who’s 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)
PRWORA 1996Personal Responsibility and Work Opportunity
ActFederally mandating TANF (Temporary Aid to
Needy Families) or Cash Assistance be tied to work activity
Work activity must be tracked and verifiedAudits on Federal and State LevelsWork activities include:
Job Readiness TrainingJob SearchUNPAID internships and community services **Vocational Training and GED Prep and/or ESOL
activities***Restrictions Apply
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.
Review of FormsFIPTime SheetEmployer Contact LogVerificationsWEX AgreementWage FormMedical FormChange Form
TimesheetJBS JBM WEJWEX JBT OTMWEM OTF
DAY Date Start Stop Total Code Start Stop Total Code Start Stop TOTALMonday
Activity
Supervisor
Tuesday TOTALActivity
Supervisor
Wednesday TOTALActivity
Supervisor
Thursday TOTALActivity
Supervisor
Friday TOTALActivity
Supervisor
Saturday TOTALActivity
Supervisor
Sunday TOTALActivity
Supervisor
rev.JAN 2013
STAFF USE ONLY
ENTERED IN WORKS
TIME SHEET Carroll County DSS, 1232 Tech Ct, Westminster, MD 21157
FAX# 410-386-3428FROM (DATES) __/__/__ TO __/__/__
Signature __________________________________________________ Date __________________________
CID#OR SSN#PHONE#
NAME:ADDRESS:
This time sheet must be turned in to DSS every Monday no later than 4:00 PM. Your signature below indicates that the above information is complete and accurate. FAILURE TO PROVIDE COMPLETE & ACCURATE INFORMATION ON YOUR TIME SHEET WILL RESULT IN SANCTION, CASE CLOSURE, OR POSSIBLY DISQUALIFICATION.
Total Code
Time Sheet InstructionsDO 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 you’re doing & where) each day, even if it’s 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).
Work ActivitiesJob Search/Job Readiness TrainingIncludes: SHINE, WNJ, GREAT ResumeANY class taken at BERCSubstance abuse treatments and/or
maintenance appointmentsMental health appointmentsVolunteeringEmploymentVocational EducationVERIFICATIONS must be submitted to be
countable
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 dateIn 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
Job Search/Job Readiness Verifications
Job SearchFax confirmations, Fax cover sheet, Cover letter
illustrating position applied to and resume on fileBERC Activities Verifications
Handouts from class and information on course attended
Certificate showing tutorial was completedCheck off list of recommendations from Employment
SpecialistBusiness card for interviewsMock interview feedback formsLiterature or information from Job Fair vendors and/or
signature of Job Developer
Job Search/Job Readiness Verifications
All activities must be listed on time sheetStart and End datesActivities must list What the activity is and
Where it isExample: MS Office Word Tutorial at BERC**Signatures from the front desk receptionist is
NOT a verification except as justification of transportation assistance to BERC**
Job Search Tips
Make your job contacts relevant!If you don’t have reliable transportation, do
not apply for jobs in other states or counties.If you don’t have the requirements of the
position don’t apply for the job—it will not be countableExample: 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.
Job Contact SheetEMPLOYER CONTACT LOG
Participants Last Name First Name CID# From Date To Date
DATE COMPANY INFO DATE LOG COMMENTS / RESULTS / FEEDBACK
Position Applied For Date of First Contact
Company Date Submitted Application / Resume
Telephone / Email Date of Call Back
Contact person Date & Time of Interview
Position Applied For Date of First Contact
Company Date Submitted Application / Resume
Telephone / Email Date of Call Back
Contact person Date & Time of Interview
Position Applied For Date of First Contact
Company Date Submitted Application / Resume
Telephone / Email Date of Call Back
Contact person Date & Time of Interview
Position Applied For Date of First Contact
Company Date Submitted Application / Resume
Telephone / Email Date of Call Back
Contact person Date & Time of Interview
Position Applied For Date of First Contact
Company Date Submitted Application / Resume
Telephone / Email Date of Call Back
Contact person Date & Time of Interview
Participants Signature:_____________________________________ Date:__________________ Page: ______ of ______ rev. Jan 2013/cjs
Common ErrorsNo verifications of job searchNo verifications of excused absence hours,
appointmentsNo date on job search verificationNo contact sheetMissing SignaturesIncomplete or No WEX formIncomplete or No Wage formTime sheets dated incorrectly
Why Volunteer?Volunteering gives you an opportunity to
develop work ethics & habitsGain experience in different career fieldsGive back to the communityLooks great on your resumeMay lead to permanent employmentYou can NOT volunteer with family or friends,
and your location must be approved by DSS.It’s a countable activityBy the last day of WNJ you should have
submitted a WEX form Minimum required hours are to be in
volunteer placement
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 internshipsIf you are being paid in tips you MUST declare
itYou should not volunteer in a position in which
you are already qualified to workExample: Kelly is a Legal Assistant. She knows of a
local legal office. She arranges an internship with the law office as a Legal Assistant.
Countable Work Activity (WEX/WEM)
Purpose of the WEX/WEM:Fills in gaps in employmentBuilds professional reference listAll WEX/WEM supervisors agree to give
evaluation for your recordsBuilds skills-Free Training!Potential for employment if you impress
and they’re hiringSave BEV hours by counting clinicals and
school mandated internships as WEX/WEM
Partnerships for WEX and Employment Opportunities
Access CarrollCarroll County GovernmentHuman Service Programs Carroll County Department of Social
ServicesNESAPCarroll County Health Department
Office supportSKIT (Seniors Keep in Touch)
Countable Activities: Treatment
Physical or Mental RehabilitationMental Health therapyPhysical therapy (standing appointments)Substance Abuse ScreeningSubstance Abuse MaintenanceSelf-Help classes like: AA, NA, Al-Anon, Narcon
All must appointments must be verified with:A. Signed letter stating ongoing treatment and signatures for appointmentsB. Work Excuse from physician’s office
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/$7.25=6.89… or ONLY 7 /20 hrs needed
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 employmentEmployment will ALWAYS pay you more
than the TCA grant
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
SSNThe hours will be countable from start of work
towards your work activityIncome will be countable after receipt of wagesMissing information, no signatures, etc =
incomplete wage form – IF IT’S NOT IN WRITING, IT DIDN’T HAPPEN!
Range of hours are averaged: 15-30=22.5
Countable Activity: (BEV) Vocational Education and
Training**GED prep is not countable under this activity**Continuing EducationCollege /Trade schoolVocational Education (intended for certificate
programs or retraining) – there is a 12 month lifetime limitExample: 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
Excused Absence HoursSick 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!
Excused Absences: Limitations
Each participant is allowed a maximum of:16 hours per month
AND80 hours for the past 12 monthsNOTE: if you use 16 hrs x 5 months, you will
have exhausted your excused absence timeDO NOT rely on using the excused hours to
meet your minimum mandatory hoursMedical/dental appointment for yourself or
your child/ren can be excusable IF you submit a “work excuse”
Medical ExemptionsTo 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 datesAttend SHINE orientationSubmit time sheets weekly showing good progress with
treatmentVerify every appointment with a work excuse on office
letterheadFollow instructions and recommendations of the providerIf exempt for a year or more, file SSI/SSDI filing & all
appealsExample: 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.
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)
Emergencies and the Need to Reschedule Mandatory
ActivitiesIf 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
Emergencies and Missing Time in Volunteer Placement
You MUST:Call your WAC and report why not in approved
activityCall your WEX/WEM Supervisor and notify them
you will not be inCall the Job Developer to notify her of missed
timeCall the ICM if you are assigned one and notify
themYou MUST submit verification of good cause for
missing the activity with your timesheet and list the time in an alternate activity
HolidaysYou 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 &
Fridays…you 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.
Vacations
There are NO vacations in the TCA programIf 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
Non-ComplianceIf 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
Non-ComplianceDid not meet minimum required hoursDid not fulfill the FIP requirementDid not submit requested information by
due dateDid not attend mandatory activityVoluntary QuitFailed to follow recommendations of
Substance Abuse ScreenerFailed to pursue child support and
recommendations of SAO/BOSE
Sanction Process1st 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 disruption3rd and ongoing: 503 Sanction, 30 day benefit
disruptionMonies are pro-rated and may not be the full
amount for the month; budget accordinglyIf 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
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
IPV Penalties1st instance: Ineligible for TCA for 6 months2nd instance: Ineligible for TCA for 12
months3rd and final instance: Ineligible for TCA for
lifetimeAll IPV’s 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
IPVCommon IPV’s1.Changing dates on applications or other
verification of job search2.Changing information on wage forms,
doctor’s notes, medical forms3.Creating WEX forms 4.Forging signatures5.Providing false information to obtain or
maintain benefits6.It’s not worth it DON’T DO IT
NEXT Mandatory Activity: WNJ
Winning New Jobs- 5 daysHeld on the basement level of the building,
last classroom on the leftStairs to the left of main computer room Hours Countable towards Work ActivityCannot miss 1st day of WNJ If you miss 2 or more days, with good
cause, you must be rescheduledLateness and missed attendance without
good cause may result in denial or closure of case
NEXT Mandatory Activities: GREAT Resume
GREAT Resume- 1 day onlyHeld on the basement level of the building,
last classroom on the rightStairs to the left of main computer roomMust bring WNJ folder and paperwork,
Master application, resume to classMust submit SHINE and GREAT resumes to
WAC with time sheet for credit
Summary
Contact your WAC with any and all questionsAlways verify every activityIf you have missed a signature or verification
submit the timesheet ON TIME and notify your WAC
You will be 1052’d for the information and it must be submitted w/in 10 days for full credit
You MUST meet your minimum required hoursYou MUST be in an approved activitySHINE Staff work hard to support you SHINE Staff are here to help you reach self-
sufficiencyFollow your FIP