Setting Higher Individual Expectations S H I N E Carroll County Department of Social Services TCA Work Program

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

What DSS Provides

Cheat Sheet for Jargon

Abbreviations

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”

SHINE Orientation

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

The TCA Team

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)

Meeting Eligibility RequirementsFederal Law

Why do I Have to Participate in the Work Program?

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 Forms

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).

What counts…Only APPROVED Work Activities are

countable

Work Activities

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

















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.


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

When life gets in the way…Staying compliant

Special Circumstances

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

Penalty for not following FIP Work Plan

Non-Compliance & Sanctions

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

Intentional Program Violations (aka FRAUD!)

IPV

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

Mandatory Activities to Follow

Life After TCA Orientation

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

Almost Done!

WRAP UP

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

?

Questions

Documents

Setting Higher Individual Expectations S H I N E Carroll County Department of Social Services TCA Work Program