expanding foundations colorado works

Expanding Foundations Colorado Works

Facilitator Guide

7800 E Orchard Road, Suite 280 Greenwood Village, CO 80111

Version: 11

Release Date: January 2020

EF Colorado Works Facilitator Guide

Expanding Foundations Colorado Works Version: 11

Release Date: January 2020 Page 1 of 117

Acknowledgements The Health Care and Economic Security Staff Development (SDC) would like to thank all of the individuals and agencies that provided assistance during the Expanding Foundations development and continue providing feedback to update material as needed.

The SDC thanks staff from the Colorado Department of Human Services (CDHS), the Colorado Department of Health Care Policy and Financing (HCPF), and the Governor’s Office of Information Technology (OIT). Their willingness to share their program and systems knowledge with the SDC has been invaluable.

Introduction The Health Care and Economic Security Staff Development Center (SDC) presents this guide as a framework for the precision delivery of Expanding Foundations curriculum. Expanding Foundations will prepare health and human service professionals to use the Colorado Benefits Management System (CBMS) to determine eligibility for Food, Medical and Cash Assistance.

In the spirit of the SDC’s vision, which is to provide an efficient, non-duplicative, and responsive training array for staff that promotes an integrated and holistic service delivery system, we offer this guide to standardize and formalize across Colorado the way county staff are trained. Standardization of Expanding Foundations and precision delivery of the curriculum will assure that all staff receives the same high standard of competency attainment through training.

Trainer Resources The Trainer’s Territory drop down in TrainColorado.com will give you access to information you need as a Certified Trainer. The drop down will give you access to:

Ask the Trainer CBMS_TRN Issues Reporting Foundation Course Material Access Request Form Expanding Foundations Case Copy Request Form Report Course Changes Report Course Changes for WBT’s Trainer Network

Case Copy Tool Expanding Foundations course may include pre-made case copies available in CBMS-TRN. The cases include unique case numbers for each of your participants that have pre-filled demographics, attributes, application initiation etc. This allows you to focus your time on specific windows or areas of need rather than case creation.




The case copy request dropdown option will give you access to an online request form.

Request the course name and specify how many case copies you will need. An SDC staff member will provide these case numbers by email within 5 business day of receiving the request. Plan ahead to ensure there is sufficient time before your class for the SDC to provide the case numbers.

Report Course Changes As part of our ongoing partnership with statewide public assistance sites, we invite you to aid in our continuing development and improvement of SDC courses. Using the Report Course Changes and Report Course Changes for WBTs, dropdown link allows you to add change requests to a specific course. These can be as simple as wording changes to larger topic additions. Courses are revised multiple times per year and all reported course changes are addressed.

Question and Answer (Q&A) Process Questions will arise while training the course that cannot be answered immediately. SDC maintains a question and answer document for each course.

Using the Documents and Resources drop down, all previously submitted Q&A for each course can be viewed.

If your questions are not posted, submissions can be made to the SDC by selecting Ask the Trainer link under Trainer’s Territory or using this link: https://docs.google.com/a/state.co.us/forms/d/1hLKX0m5g5lhA bGZkfnqmk0kP2SFvDS8FfBwbp2JVVrY/viewform

https://docs.google.com/a/state.co.us/forms/d/1hLKX0m5g5lhAbGZkfnqmk0kP2SFvDS8FfBwbp2JVVrY/viewform

https://docs.google.com/a/state.co.us/forms/d/1hLKX0m5g5lhAbGZkfnqmk0kP2SFvDS8FfBwbp2JVVrY/viewform




Questions will be reviewed and either answered by the SDC lead trainer or the relevant state policy person as well as added to the existing Q+A document on traincolorado.com.

There is now a new section for any questions related to CO.Learn, we recommend you check for answers on how to access CO.Learn before emailing the SDC.

Curriculum Abstract The Health Care and Economic Security Staff Development Center (SDC) is tasked with designing and delivering a standardized, competency-based training for new eligibility workers stationed at County Departments of Human Services and Medical Assistance (MA) sites throughout Colorado.

Revisit Content Take time to revisit the main ideas from the training as frequently as time allows to ensure that the participants comprehend the information presented during training. Revisiting content can occur after finishing a module, upon return from breaks or lunch, or at the start of new days. Content revisits can take the form of participants’ offering teach-backs, small group discussions, or independent note review.




Table of Contents Acknowledgements...................................................................................... 1

Introduction .............................................................................................. 1

Trainer Resources ....................................................................................... 1

Case Copy Tool ............................................................................ 1

Report Course Changes .................................................................. 2

Question and Answer (Q&A) Process ................................................... 2

Curriculum Abstract ..................................................................................... 3

Revisit Content .......................................................................................... 3

Activity and Material Adaptations .................................................................... 9

Planning and Setup ..................................................................................... 10

Clearing the Cache ..................................................................................... 10

Assembling Groups ..................................................................................... 11

Common Terms and Phrases .......................................................................... 11

Helpful Symbols ........................................................................................ 12

Day 1 Break the Ice! ................................................................................... 13

Group Expectations and Housekeeping ............................................................. 13

Introductions ............................................................................................ 14

Training Goal and Objectives .......................................................... 14

Review Colorado Works Introduction ................................................................ 14

Goal and Objectives ..................................................................... 14

Program Pillars ........................................................................... 15

Program Components .................................................................... 15

Let’s Talk Q-FIT ....................................................................... 17

Activity: Scavenger Hunt! Volume 3 ................................................ 18

General Eligibility Requirements and Verifications ............................................... 20

Goal and Objectives ................................................................................... 20

General Eligibility ........................................................................ 20

Other Eligibility Requirements ......................................................... 21

Activity: Case Level and Individual Level Verifications .......................... 22

Activity: Case vs. Individual ......................................................... 22

How to Verify ............................................................................. 23

Collateral Contact 3.601 ................................................................ 25




Activity: Knowledge Check .......................................................... 26

Application and Interview ............................................................................. 27


Application Process 3.602 .............................................................. 27

Let’s talk about the CW Application! ................................................. 28

Missed interview denial ................................................................. 29

Activity: Case Example ............................................................... 29

Let’s Practice! ......................................................................... 30

Activity: Interviewing Basics ........................................................ 31

The CW Interview ...................................................................................... 31

Activity: CW Interview Questions ................................................... 31

Activity: Interviewing Video ......................................................... 33

Key Points for Relationship Building ................................................ 33

Family Violence Option 3.604.2.V ..................................................... 35

Activity: Knowledge Check .......................................................... 35

Let’s Practice! ......................................................................... 36

Household Composition................................................................................ 41


Assistance Unit ........................................................................... 42

Assistance Unit Class Examples ........................................................ 42

Class Scenario 1 ....................................................................... 43

Class Scenario 2 ....................................................................... 43

Class Scenario 3 ....................................................................... 44

Specified Caretaker 3.604.2.H Teach-back Scenario 1 .......................... 45

Half Sibling Rule 3.604.2.C.3.a Teach-back Scenario 2 ......................... 45

Minor Parent Applicant 3.604.2.T.1 Teach-back Scenario 3 .................... 45

Qualified Non-Citizen 3.604.1.N.11-12 Teach-back Scenario 4 ................ 46

Excluded Members 3.604.2.R Teach-back Scenario 5 ............................ 48

Temporary Absences 3.604.2.G ........................................................ 48

Day 2 Break the Ice! ................................................................................... 49

Activity: Assistance Unit Review .................................................... 49

Activity: Build your family ........................................................... 49

Budgetary Unit 3.604.2.D ............................................................... 50

Financial Responsibility ................................................................. 51




Let’s Build Upon This! Class Scenario .............................................. 53

Activity: Revisit your family ......................................................... 56

Let’s Practice! ......................................................................... 56

Financial Eligibility ..................................................................................... 72


Income Basics 3.605.2 ................................................................... 73

Countable Earned Income .............................................................. 73

Countable Self-Employment Income 3.606 ........................................... 73

Counting Earned Income at Initial Application ...................................... 74

BCA Grant calculation ................................................................ 74

Need Standard 3.606.2.5 vs Grant Amount ........................................ 75

Frequency Calculations............................................................... 75

Write it out-example 1 ............................................................... 76

Write it out-example 2 ............................................................... 76

Class Scenario 1 ....................................................................... 77

Class Scenario 2 ....................................................................... 77

More about income! ..................................................................... 78

Activity: Teach-Back! ................................................................ 78

Child Support Pass Through .......................................................... 78

Countable Unearned Income ........................................................ 78

Exempt Income ........................................................................ 79

Stepparent Income .................................................................... 80

Sponsor Deeming ...................................................................... 80

Minors Income ......................................................................... 80

In-Kind income ........................................................................ 80

Activity: Counted or Exempt? ....................................................... 81

Activity: Timely and Accurate - Income Practice Part I ......................... 82

Grant Calculation Group Scenario 1 ................................................ 82



Gwyneth’s Grant Calculation Group Scenario 4 .................................. 83

Income Practice Part II ............................................................... 84

Scenarios: .............................................................................. 84

Activity: Revisiting your family! .................................................... 87




Let’s Practice! Financial Eligibility Data Entry ...................................... 87

Income Summary- Refer to Process Manual “Entering Earned Income” ............. 87

Students ................................................................................... 89

Let’s Practice! Student Details ...................................................... 91

Child Support Services (CSS) Overview .............................................................. 91


Child Support Good Cause 3.604.1.C.2 ............................................... 92

Day 3 Break the Ice! ................................................................................... 93

Activity: Review Timeliness and Accuracy! ....................................... 93

Activity: Use your skills! ............................................................. 94

Documentation 3.604.1 .............................................................................. 105

Payment Types ........................................................................................ 108

Goal and Objectives ....................................................................108

Basic Cash Assistance (BCA) 3.606.2................................................................ 109

Partial Month Payments 3.606.2.H ...................................................109

Pregnancy Allowance ...................................................................110

Diversions 3.601.C ......................................................................110

Supportive Services ..................................................................111

Activity: Revisit your Family! .......................................................111

What’s next? Colorado Works Intersects ........................................................... 111


Where does the intersection begin? ..................................................111

Work Eligible Individuals 3.608.1 .....................................................112

Assessment-3.607.1 .....................................................................109

Individualized Plan/Roadmap -3.607.2 ..............................................109

Work Activities 3.608.2 ................................................................109

Redeterminations, Recertifications and Reassessments (RRRs) ................................ 109

Case Changes 3.606.1................................................................................. 111


Terms .....................................................................................112

Required Changes .......................................................................112

Positive and Negative Changes 3.606.2.L ...........................................112

Timely Noticing and Adverse Action ................................................................ 113

Let’s practice! ........................................................................115




Activity: High Five! ..................................................................116

What is Next? .......................................................................................... 118




Activity and Material Adaptations Within the Expanding Foundations Facilitator’s Guide, there are many activities incorporated into each module to promote active learning for participants and enhance the transfer of learning. On occasion, an adaptation of an activity may be required due to the number of participants, availability of materials, or other unforeseen circumstances. The activity itself can be modified to meet the needs of your learners, but the content must remain intact and delivered within the same context. Examples of this are as follows:

If an activity calls for a Flip Chart or Flip Chart paper, it would be acceptable to use a whiteboard or chalk board or other similar material you have available.

If an activity calls for paddles (hand-held whiteboards), you could use a piece of paper and write on either side, or the activity could be modified to be a “call-out” type of answer as opposed to having it written on an instrument.

If an activity calls for 3 x 5 cards, any type of paper could be used in place of an index card.

If needed, adapt the group sizes or your delivery of the activity itself. Most importantly, use your creativity to enhance the activities to maximize participants’ learning!

Adaptations can make curriculum more suitable for an organization’s business process without compromising or deleting core components. There are three types of adaptations: Green, Yellow, and Red light adaptations. Facilitators are able to make Green and some Yellow light adaptations. Green light adaptations can be made without informing any stakeholder, although it is best practice to inform the Staff Development Center; Yellow light adaptations require contacting the Staff Development Center and must follow a 6-step adaptation process; Red light adaptations cannot be made without a formal request to the Staff Development Center. More guidance regarding adaptations is available through the Trainer Certification Process and on the SDC website, http://traincolorado.com.

Green – Safe to make changes: Ordering modules to fit your business process Tailor activities to your audience Make activities more interactive Customize activities to be more relevant to participants

Yellow – Investigate more and ask the SDC:

Change sequence of modules Add activities to reinforce learning Add activities to address additional factors Modify activities for timeliness Replace or include supplemental resources

Red – Must be avoided, because changes may weaken outcomes. Facilitators make formal request to the Staff Development Center before:

Altering policy Changing the sequence within a module Incorporating activities that contradict, compete with, or dilute the objectives Not repeating/reinforcing key messages Cutting key skill-building activities Replacing interactive activities with lectures or individual work

http://traincolorado.com/




Eliminating classroom management strategies For detailed instruction on Activity and Material adaptations, please review the Content Collaboration Web-based training.

Planning and Setup Planning and preparation for this course will vary by trainer. It is recommended that you read through all of the material, and get any questions you have answered before the first time you train the course. Practicing in front of a group will also be beneficial. If you have questions or would like assistance, contact the SDC at [email protected].

The first day, setup will take between 30 minutes to 1 hour. Each day thereafter should take 15-30 minutes if the room setup is left the same.

In general, planning and set up will include preparing for all activities, ensuring the materials are available and displayed properly, assuring the room is clean and in order, and preparing technology. Minimum recommended materials are:

Facilitator’s computer Facilitator Guide Computer for each participant (for the CBMS data entry) Projection screen or white wall Writing utensils (pens/pencils and markers) Flip-chart paper with an easel, or a white board Participant Guide for each participant “Parking Lot” for questions that cannot be answered immediately Note: Activity templates will be available on the SDC website (traincolorado.com) for

download separate from the Expanding Foundations Guides.

Clearing the Cache Additionally, as part of the planning and setup Facilitators should follow the below steps before and after each course. Walking through these steps with participants is encouraged. It is a learning opportunity, as these steps may resolve or prevent the need for help desk tickets. Clearing the cache will enhance system and application performance and the overall performance of the machine. For additional details refer to the Clearing the Cache_Compatibility View Settings Desk Aid on the Trainer’s Territory.

1. On the Internet Explorer Tools menu or on the Settings icon in the top right corner of the page, click on Internet Options.

2. On the General tab, in the Browsing History section, click on the Delete button 3. Click Delete to clear the cache. 4. Click OK to close the page.

mailto:[email protected]




Assembling Groups

A significant part of this training involves participation in groups of various sizes. Participation is important for learning, but recognize that participants will have varying degrees of comfort with group activities. Encourage participants to interact and engage while allowing those who are not comfortable doing so to participate at their own level.

There are numerous ways to divide participants into groups. Use your creativity to come up with novel methods. A few suggestions:

Number off (1,2,3,4,5…)and matching numbers will form a group Number off and pair more than one set (1,2,3,4,5,6,7,8,9,10; 1s and 6s form a group) Give each participant a piece of paper with a number (as many as there are people), then

draw from a bag with a duplicate set of numbers. Example: If there are 20 participants, have each choose numbers from 1-20 from a bag. Then pick 4 random numbers at a time from another set of 20 to create 5 groups of 4

Playing cards using color, suit, number, odds/evens Gum balls/candy Months of the year Same color shirt Brand of toothpaste Randomly assign a few people to each group without accounting for strict size

requirements Put different things in a container, the same number of each item as you want in the

group. Give each participant one, ask them to shake it, then tell them to find others with the same sound

Cut pictures into as many pieces as you want in the group. Distribute one piece to each participant. When participants fit the pieces together like a puzzle they will have their group composed. Example: group of 12 can form 3 small groups of 4. Cut 3 different pictures into 4 pieces and distribute.

Common Terms and Phrases There are terms and phrases found throughout this Guide that have other common names associated with them. These terms and phrases are used based on accuracy, appropriateness, and general understanding in order to provide consistency. They are listed below with other associated common names.

Cash Assistance: Colorado Works (CW) and Adult Financial (AF) Client: applicant, customer, recipient, household Colorado Works: Temporary Assistance for Needy Families (TANF) is the federal

program, Colorado Works is the name of Colorado’s TANF program Eligibility Worker or Public Assistance Professional: user, eligibility technician,

program specialist, eligibility professional, worker Food Assistance: Supplemental Nutrition Assistance Program (SNAP) is the federal

program, food stamps Medical Assistance: Medicaid and Child Health Plan Plus (CHP+); not Medicare Public Assistance: Food, Medical, and Cash Assistance programs; human services,

social services




Helpful Symbols

The icons below will be used throughout this guide to highlight important notes for the facilitator.

Icon: Symbolizes:

Time Section or Activity Requires

Refer to Participant’s Guide

Visual Aid Used

Activity

Additional Preparation Required

Additional Materials Required

Data Entry

# ## ### Difficulty Level

Icons from the Noun Project: Traffic Light designed by Edward Boatman; Time designed by Richard de Vos; Notebook designed

by Carlo Prina; See designed by Takao Umehara; Group designed by Rohan Gupta; Detach designed by Nithin Davis Nanthikkara;

Marker designed by Matt Brooks.

http://www.thenounproject.com/

http://thenounproject.com/edward/

http://thenounproject.com/ristyled

http://thenounproject.com/Carlo

http://thenounproject.com/takaoumehara

http://thenounproject.com/rohangupta1

http://thenounproject.com/nithindavis

http://thenounproject.com/Mattebrooks




15

min

Day 1 Break the Ice!

Welcome each participant to the Expanding Foundations Colorado Works training. It is important the participants feel a connection with one another and the facilitator. An ice breaker will assist with bring participants into the present. Break the ice by having them form a line of knowledge without talking. This can be done by gestures, hands, and other types of non-verbal communication. The participant with the most CBMS experience should be at the front of the line and the person with least CBMS experience should be at the back of the line. Next, have them form a circle without losing their place. Now, have them count off in fours or fives this will be dependent on your class size (ideally there should be four to five groups) and this will assist you in forming groups. The idea is that there is a variety of experience in each group. Participants should then be seated with their new groups; this may look different dependent on your room set up.

Group Expectations and Housekeeping

Facilitator should elaborate on these expectations by providing examples of each expectation. It is also important the facilitator adapt to their facilitation style and add or eliminate expectations as needed.

Stay present Respect each individual’s right to learn Critique ideas not individuals Own your own learning Challenge yourself Take care of yourself

It is recommended housekeeping tips are provided to the participants. Adjust as needed to fit your facility needs.

Location of bathrooms Breaks and lunches Safety Computer use Food and drink Clean-up Training materials

5 min




Introductions

Ask participants to briefly describe in their Participant’s Guide why their job is important to customers and their community. Allow them 60 seconds to write down their answer. Then, ask participants to pair up with someone they do not know (or at least do not know well). Ask them to introduce themselves to their partner and discuss their answers. After 90 seconds, ask each participant to introduce their partner and summarize their answer to the larger group.

Training Goal and Objectives

Goal: Ensure accurate and timely eligibility determinations for Colorado Works (CW) customers.

Objectives:

Describe the administration of the CW Program Summarize the general eligibility requirements for CW Explain the rules and policies associated with the CW program Complete data entry in CBMS for CW cases

Review Colorado Works Introduction

This section is a review from the Web-Based Training (WBT) titled, An Introduction to Colorado Works.

Goal and Objectives Goal: Participants will revisit the Colorado Works Program.

Objectives: Discuss how the 4 Federal purposes of TANF relate to county work Recognize the pillars of Colorado Works Identify components of the Colorado Works program and where to locate them in Volume 3

15

min

5 min

15

min




Program Pillars As a stabilization program, Colorado Works bolsters and supports families in two ways:

1) Immediate cash assistance for the home 2) Opportunity to engage in activities that will promote long-term financial security and

family well-being

It is important county staff message both program elements to customers.

Program Components As images of each program component appear on the PPT, ask participants to call out which component each image symbolizes. Provide the information below about the program components, answering questions and encouraging discussion, as appropriate.

Time-limited Colorado Works customers may participate in the program for a total of 60-months.

This includes TANF customers who have participated in TANF in other counties or states. Every month, a household receives a Colorado Works payment, the clock will advance or “tick”.

The time clock is attached to the parent(s) and does not have to be 60-months consecutively. A customer can cycle on and off TANF for up to a total of 60-months nationwide.

Federal time clock reflects the number of Federal TANF months received. These months are counted towards a customer’s 60-month life time limit.

Colorado time clock reflects the number of TANF months a customer has received in Colorado. CBMS tracks these months automatically though issuance. Depending on the customer’s work activities, these months may or may not count towards their 60 month life time limit.

Every month of cash assistance received counts, regardless of the benefit amount. For example, a customer could receive $10 for 1 day and that month would count toward the 60-month total.

In Colorado, undocumented parents are subject to a 60 month time clock.

Effective 4/1/2018, time clocks for minor parents will advance if they are listed as the Head of Household (HoH).

Types of Cash Assistance Basic Cash Assistance (BCA): a recurring cash payment designed to meet basic financial

needs of customers for a period of 60 months (with some extensions). Diversion Payments: Needs-based, cash or cash-equivalent payments designed to meet

the short-term needs of customers. A diversion payment is designed to address a specific crisis situation or episode of need and is not designed to meet the basic ongoing needs of the participant. A diversion payment may not extend beyond 4 months. State Diversion: a state diversion is a needs-based, cash or cash-equivalent

payment made to a participant who is eligible for BCA.




County Diversion: a county diversion is a needs-based, cash or cash-equivalent payment made to a participant who is not eligible for BCA.

Supportive Services are payments and/or services based on assessed needs. The focus of supportive services is to stabilize

the family by supporting their ability to gain and maintain employment.

County policy sets limits for supportive services. Each county has their own written county policies.

County policies are approved by the county commissioners and reviewed by State policy staff. After approval the State keeps them on file.

Developing an Individualized Plan/Roadmap CW customers will develop an Individualized Plan/Roadmap with assistance from their

CW Coach or Case Manager. To be eligible to receive a benefit, some customers must participate in the

program. Most often this would be through achieving employment. In most circumstances an Individualized Plan/Roadmap will be created in

partnership with the customer to guide the customer in the path to success. Services and Supports Services are key to the customer’s success while they are participating in the program

as they work with the CW Case Manager or Coach. Services are provided to customers in various ways.

Services and supports include: Testing Paid Education School supplies and books Tutoring Transportation Child Care Domestic violence services Mentoring Mental health services Life skills activities Home based interventions Case management Substance abuse treatment Supports groups Case worker intervention

Important Note:

Check with your county and/or email the policy inbox regarding your county policies.




Let’s Talk Q-FIT

The Q-Fit utilizes data provided in the Public Assistance Quality Assurance (PAQA) Monthly Reports. Q-Fit provides quarterly accuracy rates and the top three contributing payment errors for each program. For each payment error, PAQA identifies what regulation requires and what Quality Assurance (QA) reviews find. Then through collaboration with program area provides guidance on how to resolve the issue based on current training and identifies recommendations to monitor progress at the county level.

The Q-Fit is located on the QAQI tab on the MyCDHS Portal and housed in the Public Assistance Quality Assurance (PAQA) link.

Guide participants thought the below these steps to access the most current Q-FIT:

1) Log into the Portal 2) Select the QAQI tab 3) Click on Public Assistance Quality Assurance on the left 4) Select Desk Aid 5) Click on the Q-FIT

Please note, some participants may not have access to the QAQI tab in the portal. If this is true, they are encouraged to ask their Supervisor, Manager and or Training team to share the Q-Fit with them.




Activity: Scavenger Hunt! Volume 3

Before this module, ensure participants have a computer with internet access where they can review Volume 3. If this is not possible, print copies of Volume 3 for each of the participants.

Volume 3 contains all the rules and regulations guiding the administration of the CW program.

Remind participants the pre-requisite WBT they completed had several key definitions, and tell them more key definitions will be embedded in this training. Participants should gain familiarity with how to locate program rule and key definitions in Volume 3.The following activity will ask participants to locate a few common rules and revisit some key definitions.

Guide participants to Volume 3. Allow participants 5 minutes to look through the information, layout etc. Lead participants through the following activity, allowing them to become familiar with locating information in Volume 3. The Participant’s Guide contains sections where participants may write down the information they have discovered. Once the activity is completed, provide an opportunity for participants to give the answers and ask questions. You can provide additional information and clarification as time allows.

Volume 3 can be accessed via the Secretary of State’s website. Follow these steps to access it:

1) Go to http://www.sos.state.co.us 2) Click on “Administrative rules of state agencies” 3) Select “Code of Colorado Regulations” 4) Click on “Browse” listed under Code of Colorado

Regulations 5) Click on “500 Department of Human Services” 6) Click on “2503 Income Maintenance (Volume 3)” 7) Click on “9 CCR 2503-6” 8) Click on the most current version listed under Current

version Instruct participants to find the listed rules or key words. Suggest they use the “Ctrl+F” keys to search for the various topics.

Note: Bolded rules or definitions are left as blanks for participants to fill in in their Participant’s Guide.

Important Note:

Always navigate to the most current rule via the web and don’t download to your desktop. This will insure that the most current rule is always being referenced.

20 min

http://www.sos.state.co.us/




Term & Rule Number Definition

Assistance Unit (AU)

Rule: 3.604.2.A

Consists of members of the household who live together and whose income and other circumstances are considered to determine eligibility and payment amount.

Collateral Contact Rule: 3.601.2.H

Verbal or written confirmation of a household's circumstances by a person outside the household who has first-hand knowledge of the information, made either in person, electronically submitted or by telephone.

Family Violence Option Rule: 3.604.2.V

The federal government allows state Temporary Assistance for Needy Family (TANF) programs to electively participate in the option to waive certain program requirements for individuals who have been identified as current or former victims of family (domestic) violence.

Program Verification Rule: 3.604.1

The county department shall not require verification(s) until a signed and dated application is received. The applicant is primarily responsible for

provided requested verification(s) and or resolving

questionable information. However, the county worker shall assist the customer in obtaining the

necessary documentation.

Prudent Person Principle Rule: 3.604.1.G

Refers to reasonable judgments made by an individual in a given case. In making a certification decision, the eligibility worker should ask whether his/her judgment is reasonable, based on experience and knowledge of the program.

Receiving Applications

When receiving applications for benefits, the county worker shall: receive applications, review application for completeness, make a home visit when required

Rule: 3.602.1.E by county policy to determine a county approved setting for a minor applicant, and refer applicant(s)

to other services when appropriate.

Break

10 min




General Eligibility Requirements and Verifications

Goal and Objectives Goal: Participants will summarize the general eligibility requirements and valid verifications for the Colorado Works program.

Objectives:

Recognize general eligibility requirements Differentiate between Individual and Case Level verification Identify when additional verifications are required Summarize acceptable verification sources Demonstrate appropriate use of collateral contacts

General Eligibility Review the PPT slide and describe the non-financial general eligibility requirements for CW.

Provide participants with the Lawful Presence Desk Aid.

Verification of citizenship is required, ways to verify citizenship or qualified non-citizen status (3.604.1.N) include the following:

SVES SCHIP U.S. Passport Birth Certificate Certificate of Naturalization System Alien Verification for Entitlements (SAVE) Non-citizen documents

Verification of Lawful Presence (3.604.1.5) is required for

everyone 18 and older A Lawful Presences Affidavit should be accompanied by

another valid document, such as: Driver’s License or Identification Card Military Identification Tribal Card

Customers have 30 days to provide proof if Lawful Presence cannot be verified through one of the following: Utilize the DMV interface to verify Lawful Presence OR Lawful Presence Affidavit - this is available on the SPA

application, but can also be a separate document

Facilitator Note:

Customers have up to 8 months to provide a SSN when only a receipt has been provided. A VCL goes out at the next RRR and if not provided will remove person or fail the case. This depends if the person is the only one keeping the household eligible.

If neither of the above are available, hard copy documentation is required

Important Note:

The DRA Affidavit is for Medicaid and is not the same as the Lawful Presence Affidavit.




If the client cannot provide verification of Lawful Presence, they must request a waiver from the Colorado Department of Revenue and sign the Lawful Presence Affidavit

If a customer is both between 18 - 19 years of age and is active under an approved MA program, they will not be required to provide verification of Lawful Presence until they turn 19

Verification of Identity include any one of the following DMV Interface identity verification Driver’s License State Identification Card Other hard copy verification

Verification of Colorado residency include any one of the

following Client statement DMV interface Lease agreement

Verification of Social Security Number (SSN) or receipt of

application (3.604.1.K) include any one of the following State Online Query Internet (SOLQ-I)/SVES If verification does not come through the interface above, a hard copy is required

Other Eligibility Requirements Provide participants with the Public Assistance Verification Matrix Desk Aid.

Agreement not to sponsor (3.604.1.N) As a condition of eligibility for financial assistance, any legal immigrant applying for or

receiving financial assistance shall agree in writing that, during the time period the recipient is receiving financial assistance, the recipient will not sign an affidavit of support for the purpose of sponsoring a non-citizen

Verification of relationship/responsibility to a child Birth Certificate School record Court documents Medical statements Prudent Person Principle (PPP)

Verification of income (earned and unearned) Employer statement Pay-stubs (you have physically received from the customer)

Be sure anything documented in CBMS is also verified in the case file The other parent’s information, which is entered on the Child Support Referral page in

CBMS Cooperation with Child Support Services (CSS) and whether good cause has been

determined School enrollment/attendance for school age children age 16 or older

Important Note:

Use case comments to document the verifications used to verify relationship to the child. Document even if you used PPP.




Pregnancy verification Child support income or expenses Self-employment and expenses Cooperation with Work Force Development

Further verification of anything determined questionable or inconsistent

Activity: Case Level and Individual Level Verifications

5 min

Provide the following information. Ask participants to fill in the blanks in their Participant’s Guide. The blanks are bolded below.

At initial application/RRR, case level verification is due in 10 (or 10 + 1) days from the date of request.

At initial interview, individual level verification is due 30 days from the date of request.

Lack of a case level verification will cause the entire case to deny.

Failure to provide requested verification within 30 days may result in either the case or individual being denied.

Important Note:

Valid Identification is required at the time of application; if the identification expires during the certification the customer is still eligible. This is different for qualified non-citizens; they must always have a valid LPR status.

Activity: Case vs. Individual

Ask the participants to identify the verifications on the PowerPoint slide as either case level or individual level and explain why. Provide correct answers and explain as necessary.

Case Level Individual Level

Relationship Colorado Residency Income Pregnancy (only if the unborn child is the

only child in the home)

Citizenship Non-Citizenship Lawful Presence SSN Pregnancy (only if there are other

children in the home) Identity

5 min




How to Verify

Always aim for the minimum verification for the HLPG on the case with the least stringent verification requirement. If that doesn’t work, move to a higher level Client statement > Interface/Electronic > Collateral Contact > Hard Copy When speaking to a collateral contact, disclose only the information absolutely

necessary to get the information you need Document to support the verification used

An interface is an electronic exchange between an outside system and CBMS. Interfaces provide the worker information needed to make a timely and accurate eligibility determination. The worker using interfaces can speed up the eligibility determination and avoid asking the customer to supply information they may not be able to easily access.

All Interfaces should be worked as they are received. Some counties have specific individuals who work

reports and information collected from interfaces as a part of an ongoing function.

Interfaces should be run and reviewed at intake, RRR and while processing changes.

If workers do not access and review interfaces timely, exceptions may be generated by CBMS. The customer may not receive timely and accurate benefits.

Some examples of Interfaces are SVES, ACSES, IEVS, DOLE (Wages/UIB), PARIS, NDNH, BENDEX, SAVE, and SDX. A worker should initiate a SVES Request with each new application. An SVES request will not only verify the individual’s Social Security Number (SSN), but this will also create an interface for SDX and BENDEX.

Other electronic verifications are also available to the counties.

The Work Number which is a resource to verify employment if the employer subscribed to their service. Tutorials are available on the portal under the Food Assistance tab and The Work Number website. (www.theworknumber.com)

DOLE provides valuable information in regards to a customer’s unemployment status. SAVE is an inter-governmental information service initiative which verifies the

immigration status of benefit applicants.

Using the Facilitator station, the Facilitator should at this time login to CBMS TRN and walk through navigating the Follow-Up Activities; this can be a brief tutorial to show participants how to use interfaces.

10

min

Important Note:

IEVS must be worked within 45 days of receipt per rule. Please discuss with your county how IEVS are worked in your county.




Interface pages are located in Follow Up Activities Main Tab

Facilitator Note:

Instruct participants to walk you through the interfaces that are available to them in CBMS and describe a brief utilization of them to you. If not then instruct participants to go back to their county and speak to their supervisor.




Facilitator Note: When in CBMS “Alt+H” Selecting the Clock Icon will take the user to the history page.

Collateral Contact 3.601 Collateral Contacts are a verbal or written confirmation of a household's circumstances by a person outside the household who has firsthand knowledge of the information, made either in person, electronically submitted, or by telephone. Collateral contacts do not only assist the families in getting the benefits they need timely, it also assists the counties in timely eligibility determination.

Acceptable collateral contacts include, but are not limited to:

Employers Landlords Social/migrant service agencies Medical providers who can be expected to provide accurate third party verification

Information provided during a collateral contact should be case commented in CBMS. This will assist other workers with making collateral contacts in the future. When appropriate the workers must assist customers to obtain verification. When documenting a collateral contact in CBMS case comments, include: Who you spoke to Phone number, title, and date What they are verifying

The signature on the application is considered consent for contacting and asking members of the household to provide names of any collateral contacts

Confidentiality with Collateral Contacts

Eligibility Workers must maintain confidentiality when talking with collateral contacts. Eligibility Workers can’t make a household ineligible, if the worker is unable to gain

information through collateral contact, seek verification through other sources. (use PPP & give example here)

Example: An employer does not return your call when trying to verify employment termination.

If the collateral contact and the customer’s

information contradict each other, the customer must be provided a reasonable opportunity to resolve the discrepancy.




Depending on the size of the class you may need to divide the class into two groups.

Instructions for the learning activity: Use a piece of tape or string to mark off a starting point. This starting point shows each new customer has an equal advantage when they submit an application. Instruct all participants to line up at the tape or string, next to each other, side by side. Facilitator, take the deck of cards that SDC created for this activity. Ask each participant to draw a card 3-5 cards (dependent on classroom size), read it aloud, and follow the directions on the card. Depending on the action taken by the worker on the card, the participant will move forward or back. By the participant’s moving forward or back throughout the games entirety, at the end they will understand by not using all available sources to verify information, a worker can cause delay in timely processing.

Many counties have goals of “one touch and done” with the application approved in the same day.

One of the State’s goals is to process all Colorado Works within 7 days. By not using available sources you will create additional workload for yourself or someone

else! One touch and done! Best practice is same day processing. If this is not possible, take the application as far as possible. Many counties have adopted goals of same day processing.

If all methods of verification are not successful then CBMS will automatically generate a Verification Checklist (VCL). This checklist is based on what the Eligibility Worker entered. Follow county process on how to get the checklist to the customer.

Activity: Knowledge Check

Ask participants to complete these on their own in their Guides. After 3-4 minutes, discuss the answers together. True or False 1) At initial application/RRR, case level verification is due 10 days from request. True 2) If verification is missing for mandatory individuals with countable income, the income will

not be used to determine eligibility. False 3) Proof of Lawful Presence must be verified for Colorado Works. True 4) The county worker must assist the individual in obtaining the necessary documentation.

True 5) The county department does not need to act on information received through the Income

and Eligibility Verification System (IEVS) interface because it’s automated. False

Activity: Take the extra step!

10 minutes

5 min




Break

Application and Interview

Goal and Objectives Goal: Participants will summarize applications and the interview process for the Colorado Works program.

Objectives: Describe the rules for CW Applications Identify timelines associated with CW Applications Discuss interview requirements for CW households Restate interview questions and requirements specific

to CW

Application Process 3.602 Ask participants to call out the purposes of an application for public assistance based on what they learned in Building Foundations. Remind participants about purposes they left out.

The Application To collect information about the customers’ situations for the purposes of determining

eligibility To inform customers of their rights and responsibilities To inform customers of the department’s responsibilities to the customer

Types of Application Single Purpose Application (SPA) All programs

Single Streamlined Application (SSAp) Medical Assistance Connect for Health Colorado, Colorado’s health insurance marketplace

Program Eligibility Application Kit (PEAK) All programs

20 min

10 min

Facilitator Note:

C-Stat is performances based strategy that allows every CDHS program to better focus on and improve their outcomes.




Facilitator Note:

Stress the importance that all verification is not needed at the time of the interview. Electronic verifications and collateral contacts eliminate having sent out a Verification Checklist (VCL).

As pictures appear on the PowerPoint slide, have participants call out each method for application a customer can use to apply for CW.

Customers can apply: In person at a county office or other eligibility site By mail By dropping off the application at an eligibility site PEAK At an MA site or a CAAS site MA sites and CAAS sites have three days to get the application to the county of

residence

Let’s talk about the CW Application! Provide information to participants about the CW application. Discuss the information below, answering questions as appropriate.

The CW application is valid for 30 days after denial. If a customer misses an interview CW must be denied. If the appointment is

rescheduled within 30 days of the application date, CW can be reopened. Counties may have a specific process they follow internally for the missed appointment, but an interview (face to face or phone) is a requirement for CW benefits and must be denied in CBMS if customer does not attend scheduled appointment.

The C-Stat goal for the state is to process 90% of CW cases in 7 days.

Always remember you only have 45 days to make an eligibility determination but it is best practice to have it processed the same day or within 7 days.

Following a determination of ineligibility, applications remain valid for a period of 30 calendar days from the denial date.

A CW application is considered an application for Food Assistance and Medical Assistance as well as CW. This is the case even if the customer has not requested the additional programs. At the time of the interview, Eligibility Workers

should be considering the potential eligibility for other programs.

The Date of Application is the date that the county department receives a signed application.

All applications must have a signature from the customer, caretaker, or Authorized Representative.

County departments cannot require any pre-screening for CW. All applications must be entered into CBMS to determine eligibility. Anyone can apply for CW and has the right to be approved or denied correctly.

Eligibility Workers must provide customers with the opportunity to register to vote. Eligibility Workers must provide customers with information on where to get

immunizations. Health department can provide posters and pamphlets to county offices. Eligibility Workers must inform customers about domestic violence services and Family

Violence Option waivers. Check with your county for training processes and more information.




All verification is not required at the time of application.

An interview is required for the CW Program, this may be completed either via telephone or in-person.

An Eligibility Worker cannot require more than one interview within 30 days.

Example: A customer has completed a Food Assistance Interview then this would be considered sufficient for CW.

Missed interview denial The Eligibility Worker must follow CBMS process for

denying CW for appropriate noticing to occur. Counties may have their own internal process for

missed interviews.

Facilitator Note:

Mention the importance of paying attention to details of the application. Example: A Specified Caretaker may apply for benefits for the child they are responsible for and will list the child as the applicant. The child cannot be the applicant and the Specified Caretaker will need to be listed as the applic

Activity: Case Example 20

min




Facilitator, hand out a completed application that is provided by the Staff Development Center (SDC). This is Gwyneth’s application; you will meet her in the interview video. You will compare the interview and the application throughout the training with the participants.

Let the participants know the application will be used and referred to throughout the remainder of the Application and Interviewing sections of the training. This application will assist them in gathering information during the interview they will watch shortly. Remind them an interview must be conducted to determine eligibility for the CW program.

Participants should individually review the application. Then, with the entire group, discuss questions they have regarding the application itself or the how the applicant completed the application.

Instruct participants to capture information that is needed during the interview that was not captured on the application. They will need this information later when they are completing data entry to determine the CW eligibility.

Let’s Practice!

Remind participants to always enter information provided on the application into CBMS. Instruct participants to log in to their computer and access CBMS. Ask them to sign in to the CBMS_TRN environment. All participants should have received basic CBMS training through the CBMS access Web-Based Trainings (WBTs) and Building Foundations training.

Students will AI the supplied case for CW, FA, MA (or Facilitator can have cases created and use the Case Copy option) Adult Female, Teen Female, Child Male. (birth years are on the application, make up names and SSNs following the TRN process)

Once application is pended and a case created, advise participants to Begin Interactive

Interview and STOP at Case Questions Page. We will continue data entry as we continue through the training.

15-30 min




Activity: Interviewing Basics

Describe the interviewing goals for public assistance programs; the bolded information is a fill-in-the-blank activity in the Participant’s Guide:

Clarify information the customer provided on the application. Gather additional pertinent information. Pertinent information is needed to determine

eligibility. For example, the age of the children, relationship to child, and what income the household has.

Answer customer’s questions about needed verifications, benefits, rules, rights and responsibilities. Remind participants the public assistance world is complex, especially for those who do not work in the system.

Review the application for potential eligibility of other programs.

The CW Interview

An interview is required; this can be over the phone or face to face. Eligibility workers are required to inform applicants they are required

to cooperate with Child Support Services when applicable for CW. Eligibility workers are expected to screen customers to see if they are

potentially eligible for the Family Violence Option. What if a customer does not show for their initial appointment? There is

a CBMS process that must be followed we will review this at the end of this module.

Activity: CW Interview Questions

The below questions can assist in clarifying information during a CW interview. Have participants review the list of questions at their tables or in small groups, and then discuss as a group. Explain that some of these questions are asked on the application, however, may need to be clarified if the customer did not complete the application. Stress, not every interview will be completed the same. Interview questions should be unique to match the customer’s situation and needs.

5 min

10 min

Facilitator Note:

Discuss with the participants that customers may not intentionally leave information off of their application. For example, the customer may have been in a hurry, did not fully understand the question, or did not think it applied to them when the application was completed.




1) Are you or have you ever received cash benefits? If the customer states they have received TANF in any other state or county this should be documented. Remember the TANF time clock is nationwide. (This time clock is captured in CBMS and will be discussed later.)

Example: If a customer has received 45 months in California this must be added to the customer’s time clock Colorado.

a) Counties can always contact Employment and Benefits Division if they need assistance contacting other states to gather a customer’s time clock information

b) If there is a two-parent household, information for both adult’s time-clock should be asked. A two-parent household will use the higher time clock. i) For example if mom has received 15 months of TANF and

her husband has 20 months of TANF, they together now have used 20 Months.

2) Have you, or any member of your HH, been convicted of a Felony under Federal or State Law for possession, use, or distribution of a Controlled Drug Substance (Felony Drug Conviction); or for a crime while under the influence of a Controlled Drug Substance after August 22, 1996?

3) Do you live with any children under the age of 19? If yes, are you the main person caring for them?

4) Is anyone in the HH temporarily out of the home in a medical facility?

5) How is everyone in your HH related? What are the family relationships?

6) Is anyone in the HH pregnant? a) If yes, provide due date, number of babies expected and

father’s name (as well as information about if the father is in the home or not)

7) If anyone in the HH is employed, is the employment temporary and expected to last less than 3 months?

8) List the highest grade in school completed for each HH member. 9) Is anyone in the HH attending: High school, College, Vocational or

Trade School? If yes, who? 10) Are there any children in the HH with parents living outside of the

home? a) If yes, is there good cause or nondisclosure? b) What are the names of the child(ren) and their parent(s)?

11) Does anyone in the HH pay child support? a) If yes, what is the amount paid and frequency? Is it paid

directly or court ordered? 12) Is anyone in the HH currently in Foster Care? If yes, who and for

how long?

Facilitator Note:

Tips for discussion, if a collateral contact has been made then there is no need to have written verification.

EBT card usage and where it can be used; EBT cannot be used in marijuana dispensaries, casinos or liquor stores or at a ATMs at one of these venues.

Dates the cash will go on the card. This done by the last digit of the customer’s social security number: 8,9, & 0=1st 4,5,6,& 7= 2nd 1,2, & 3= 3rd

EBT batches daily for both FA & Cash programs at 7:30am, 2:30pm & 8:30pm .

Refer participants to the SNAP & Cash Assistance Benefits Issuance Information Desk Aid.




13) If you may need help to pay for Burial/Funeral costs in the future, would you prefer: Cremation, Burial or No Preference

14) Have you or anyone in the home applied for Supplemental Security Income (SSI)? Are they caring for a disabled family member?

15) Will the child/children be absent from the home for more than 45 days? Why? Tips:

a) If customers come in as a couple and are in your office together, never ask if there is anyone in the home who is a victim of domestic violence. Instead look for cues. Are they afraid to pursue child support?

b) Don't just ask scripted questions; ask other questions if you suspect they're uncomfortable filling out the relationship questions on the application.

Lunch Break

Activity: Interviewing Video

Explain to the participants the interview video will correspond somewhat with the application they received earlier. Ask participants to pay close attention to see if the worker is gathering the correct information, filling in the gaps, and overall setting the stage for a safe, welcoming environment. Suggest they take notes in their Participant Guide.

When the interview is approximately half-way through, pause it and debrief with the participants about the information they have obtained so far. Discuss what went well in the interview, and ask how they would improve it.

After the video is completed, discuss any information that is still missing from the application, what the participants liked about the interview, and what they thought could have gone better. Answer any questions they have related to interviews.

Key Points for Relationship Building

Remind them about the three tips for Building Effective Relationships that were discussed in Building Foundations: Casual Register, Strength-Based Model, and Making Deposits in an Emotional Bank. Discuss with the participants what they observed in the video and what techniques were used.

Casual Register

Professionals typically utilize a formal register, which is characterized by complete

sentences and specific word choice. Clients experiencing poverty may not have access

30 min

60

min




to the formal language register due to lack of exposure. This is especially true of clients who are experiencing generational poverty. Thus, an eligibility worker will be more effective interacting with clients using casual register because it is friendly and uses words the client understands. When using casual register, use an adult voice, not a parent voice. If workers talk down to clients, it erodes their confidence and sense of self-worth. Using casual register does not assume the client lacks intelligence, but honors their individual communication style. Effective use of casual register will build trust between workers and customers, leading to stronger relationships. After a relationship has been established, a worker should start to use the formal register to help the customer expand his ability to communicate.

Since customers do not know what the Application Initiation track is in CBMS, explain things in regular terms. For example, “I have some work to do in the computer system in order to see if you will be eligible for benefits.” Avoid acronyms.

When customers are explaining their needs and offering details about their situation, do your best to understand. Do not lose sight of important details because you are planning a response.

Strength-Based Model

A Strength-based model shifts from a deficit approach, which emphasizes customers’ deficits or problems to concentrate on a customer’s strengths. In a strength-based model, the relationship between eligibility worker and customer is a partnership, with an expectation that workers and customers will solve problems together. Partnerships between workers and customers reduce the customer’s dependency on the worker. Strength-based models avoid solely punitive measures while holding the customer accountable for their own actions. Like the casual register, use of the strength-based model will build trust and lead to stronger relationships between workers and customers.

Make Deposits in an Emotional Bank

The concept of an Emotional Bank was developed by Stephen Covey and revolves around the idea that all relationships involve deposits and withdrawals. Deposits come in many forms and strengthen relationships.

Examples of deposits include: Active listening with the goal of understanding Keeping promises Clarifying expectations Being open to feedback Using appropriate humor

Withdrawals, on the other hand, weaken relationships. Examples of withdrawals include:

Put-downs or sarcasm Using the parent voice Making judgments

Making deposits into an emotional bank is a great tool for building relationships.




Discuss the below points for having better interviews in CW.

The interviewing environment should be welcoming and feel safe CW is intended to assist customers in establishing career pathways toward economic

security Customers have a right to design a plan that works for them Success in the program requires buy-in and active participation by the customer and

county department Successful interviews are achieved by using the same techniques used to develop effective

relationships

Family Violence Option 3.604.2.V

Review the information provided in the PPT.

All CW Eligibility workers and Case Managers must complete the Family Violence Option (FVO) Core Workshop training. Details concerning when and where the training is being offered can be located on CO.Learn. It is highly recommended that FVO training is taken before working with CW customers.

Review the Colorado Works Domestic Violence Screening Document and discuss the importance of the FVO process. Each customer who applies for CW must have a questionnaire completed and included in their case file. Discuss the document with participants, and highlight that this is an important part of the CW interview. Remember to emphasize that each County can create a process around who, Eligibility or Case Management, will complete this form with the customer(s). This may include a different process for how they complete the screening document with two-parent families - separately.

The Colorado Works Domestic Violence Screening Document is utilized when determining the three components listed below:

Waive work requirements Establish good cause for not pursing child support Extension approvals for customers who have exceed the 60-month time limit

Activity: Knowledge Check

Complete this knowledge check with participants using the PPT. This can be achieved with a paddle activity or participant call-out. If paddles are used, ask participants to write “F” or “False” on one side of their paddle, and “T” or “True” on the other side. They should then show the correct side to you once you ask the question. If they are unsure, they can shake their paddles.

True or False:

1) A face-to-face interview is required for Colorado Works. False 2) Counties may conduct more than one interview to determine eligibility. False

5 min




3) During the interview, eligibility workers are required to inform applicants they are required to cooperate with Child Support Services (CSS) if approved for Colorado Works. True

4) During the eligibility interview workers are expected to screen customers to see if they are potentially eligible for the FVO waiver. True

5) The Prudent Person Principle (PPP) can be used to determine a specified caretaker of a dependent child. True

6) The interview should be used as one of the key factors in building a relationship with the customer. True

7) All applications must have a signature from the applicant or authorized representative. True

8) A Colorado Works application is valid for 45 days. False

Let’s Practice!

It is important that when presenting the CBMS data entry to the participant’s the facilitator relates each CBMS page back to the modules that were covered using policy, lecture, and discussion. This will assist the participant’s when applying their old and new knowledge to CBMS data entry.

Have the students log back into the TRN environment if it has timed out. Each student should already have their assigned Case ID that they will be using. Have them search for it in the Case Tab or through Global Search

45

min




The Case Summary page will appear. Explain the different sections, including the Programs, Member Cards and Actions

Hover over the Actions button and select the Begin Interactive Interview

Case Questions

It is important to add information specific to the Colorado Works program based on the




interview and every time the case is touched. This information should be included in Case Comments. For example, in the case example, the customer has two absent parents and there are individuals in the home who are over the age 6. This information should be documented.

CBMS selects which pages are added to the queue based on the radio buttons the Eligibility Worker selected on the Case Questions page. It is important to never deselect a question once it has already been selected in Case Questions. This will ensure the data entry is current and the eligibility determination is correct.

For this scenario, select Attending School, Parent Needing Child Support Referral, Does anybody have Income and Does the household have shelter expenses. Click SAVE at the top of the page.

Case Information

1) Effective Begin Date (EBD) – Is carried over from Application Initiation (AI). a) Refer to Online Help (ONLINE HELP (OLH)) when completing these date fields. Select

ONLINE HELP (OLH). This is a pending case so the EBD field description for Pending Case Status defaults to the application date or the retroactive medical assistance (MA) Date. This is discussed further in Expanding Foundations Medical Assistance. For our purposes we will leave it as the default.

2) Last, First, Middle Name - This information carried over from AI. 3) Head of Household (HoH) - This field will list the HoH. The Eligibility

Worker may change the HoH, but should communicate with all program workers before making this change.

4) Applicant Name - The person who applied for the benefits. 5) Language - Carried over from AI. 6) Telephone – Enter this information; if provided. 7) Designated Case Addressee - Person to whom mail will be sent. 8) Funding Type - Look in Online Help (ONLINE HELP (OLH)). We will leave at the default. 9) Program Requested Related List - This section is used to override the default

processing due dates when waiting for verification that is beyond the customer’s control.




Select the Case Payee Related List.

Case Payee Related List

The Case Payee Related List page allows you to designate a case member who will receive the benefits on behalf of the household. The Case Payee defaults to the applicant, but you can change the payee by selecting a different individual from the Name drop-down menu in the Case Payee Details page. Follow Online Help (ONLINE HELP (OLH)) if you are going to change a payee.

You can also add additional payees to the case by clicking the Add icon and completing all of

the required fields for the additional payee(s). Check with your county to see if multiple payees are allowed.

To change a Payee you will need to first change the Head of Household (HoH) on the Case Information page. When changing the HoH, use the Actual Date of change for the new EBD.

1) EBD - Enter the Actual date the new Payee is being assigned 2) Name - Select the name of the new Payee 3) Type – Regular/HOH 4) Reason – Select the Reason the Payee was changed 5) Verification – Received 6) Source – Other

Move forward in the queue to CDHS Interviews Page

Missed Interview Now that participants have observed a typical CW interview, discuss what happens if a customer does not show up for their scheduled appointment. Remind participants that an interview (face to face or phone) is required as a part of the customer’s eligibility. There are several reasons why a customer may not be able to attend the initial intake appointment. If they are able to reschedule, they should be encouraged to reschedule so that their eligibility

Important Note:

The information from the application, interview, CBMS, case comments, and verification should all match.

Important Note:

Case Payee is very important if the household composition changes to ensure the correct person is receiving the benefits.




can be determined. Examples of why a customer may have to reschedule:

They may have missed the bus There may have been a prior commitment A ride didn’t show-up Their car may have broken down They got sick, or their chronic illness flared up

CDHS Interviews

Go through the CDHS Interviews data entry. Review all of the fields on this screen with the participants in TRN. In our scenario, the customer has completed her CW interview.

1) Begin Date – The Begin Date is auto-populated by CBMS to either the date of application or the first day of the new certification period.

2) Interview Date – The date the interview was completed must be entered into this field. 3) Interview Required – When a customer has completed their interview, select Yes - the

Interview Type will become a required field. If an interview is not required, select the No radio button. If a customer misses their interview, select Missed and the application will be denied or the case will discontinue for failure to complete an interview.

4) Interview Type – CW customers must complete an interview for new applications and once every 12 months.

In this scenario we will update that the interview was completed




5) Upcoming RRR Interview Related List – When a new application is entered on an existing case or an RRR started, the details from the Colorado Works Interview details below are moved into the Upcoming RRR Interviews table. Data from all three program tabs concerning the Program, RRR Due Date, Interview Required and Interview Type will auto-populate.

• Most Recent CDHS Interview Date - This date will auto populate with information pulled from the Interview Date field. CBMS will utilize the date entered on any of the three CDHS tabs: FA, AF or CW. However, this is not true when a customer does not completed an interview and the worker selects the Missed radio button while answering the CW Interview Required question – then the Interview Date will not auto-populate, instead it will remain blank.

• Most Recent CDHS Interview Type – This field will auto-populate with either Phone or Face To Face, depending on how the Interview Type question has been answered on any of the three CDHS tabs: FA, AF or CW.

Select the Save button at the bottom of the page before using the Next Page button to advance forward. If you have conducted interviews for more than one HLPG (CW And FA), then you can select SAVE & NEW to update the other HLPG.

Case Communications

This page is used by MA to determine the type of communication the customer chooses.

Break

Household Composition

Goal and Objectives Goal: Participants will integrate knowledge of the assistance unit, budgetary unit, financial responsibility, and income to determine accurate and timely eligibility.

Objectives:

15

min

15 min




Define key terms associated with Colorado Works household composition State household composition rules Identify eligible individuals Identify ineligible individuals

Household Composition for CW consists of two related components: the Assistance Unit (AU) and the Budgetary Unit (BU). In the simplest terms, the Assistance Unit includes individuals who will receive CW benefits on the same case. The Budgetary Unit includes individuals whose income and expenses will be considered when determining eligibility for that Assistance Unit.

Refer participants to the glossary. Review the following terms in the glossary that are part of the WBT: Assistance Unit, Budgetary Unit, County Approved Setting, Dependent Child, Minor, Parents, Specified Caretaker.

Assistance Unit Mandatory AU Members

All AU members must be living in the home. They will include: Parents Dependent children Under eighteen years of age; or Age 18 who is a full-time student in high school, a vocational school, or

technical training (including a GED program) and is expected to graduate before age 19

Siblings and half siblings of the dependent child If a half sibling is receiving child support, they are an optional member

If there is an established court order, child welfare is involved, or if that sibling is adopted

Specified caretaker who is requesting assistance A specified caretaker is the person who exercises responsibility over the child.

This is not always the biological parent. For example this may be a grandparent, aunt, cousin, or a family friend.

Workers should use their PPP when verifying the relationship of a Specified Caretaker other than a parent

Assistance Unit Class Examples When determining an assistance unit, start with the relationship of everyone to the child. Walk through the scenarios below as a class. Review the CW Household Composition and Circumstances Desk Aid.

20

min




Class Scenario 1 Penelope is 6 weeks pregnant Tristin is the baby’s father An Assistance Unit must include a dependent child or a pregnant woman It is important the eligibility worker collect as much information as possible to determine

the correct AU

Ask participants to identify the AU. Explain because Penelope and Tristin are not married, and do not yet have a child in common, the AU would only consist of Penelope.

As part of the larger discussion ask participants how this would look for Food Assistance? This depends on the purchase and prepare group.

If Penelope and Tristin declare they purchase and prepare food together, they must be one Food Assistance case. If they declare they are purchasing and preparing separately, they may be separate Food Assistance cases until the baby is born.

Now, ask participants to think about Medical Assistance. How would the Monthly Budget Unit (MBU) look? It would depend on the tax filing status of each individual and if they were filing taxes together.

This AU could change depending on variables including:

If Penelope and Tristin get married If Penelope was a minor If Penelope gave birth

Class Scenario 2

Vivian is the Mom. She is married to Mateo. They have one child in common, Anna, and Vivian has another child from a previous relationship, Ruby.

Parent(s) of dependent children residing in the home are mandatory members of the Assistance Unit (AU). They cannot opt out of the AU. Workers may encounter a 3-parent household. In this example, Ruby’s father could

move in. CBMS is programmed to determine eligibility correctly based on this scenario. Ruby’s father would then be included in the AU.

Ask participants to identify the AU. Explain that because Vivian and Mateo are married and share a common child, they will be part of the same AU. And, because Ruby is a dependent child of Vivian, she must also be included. The AU will include Vivian, Mateo, Ruby, and Anna.

Facilitator, refer back to the half-sibling rule 3.604.2.C.3 in regard to who must or may be included in AU. If one of the siblings is receiving child support it may be in the best interest of the family remove this child from the AU. This will be covered later in this training.

As a part of a larger discussion, ask participants how this scenario would look for Food Assistance. The same scenario for Food Assistance would not allow separate Food Assistance cases. The child in common must be a part of the Purchase and Prepare group. In this scenario, because Vivian and Mateo are married, the children must be included as a part of the Purchase and Prepare group.




Facilitator, include in the larger discussion Medical Assistance. How would this look for MAGI. Depending on the MBU this could look different, and would depend on who is expected to claim the child in their taxes. If the child was going to be claimed by their biological parent who does not live in the home, then the non-custodial parent would not be included in the MBU.

Class Scenario 3 Nora is the mother of Christian, Leah, and Maria. They are all dependent children. Nora’s

father, Dominic, is also in the home.

Ask participants to identify the AU. Explain because the three children are all dependent children of Nora and siblings of each other, they are in the AU with her.

Dominic is not in the AU because he is not a parent, sibling, or specified caretaker to any of the children. The AU will include Nora, Christian, Leah, and Maria.

1) If Dominic was the specified caretaker of Christian, Leah, and Maria, but Nora still had legal custody of them, Nora would still be a mandatory member of the AU.

2) If Nora did not have legal custody, she would not be a mandatory member; her income

would not be deemed to the AU.

As part of the larger discussion ask participants how this would look for Food Assistance? This depends on the purchase and prepare group. In this scenario, Food Assistance does not allow the mother to be separated from their child if they are under age 22. The grandfather would be an optional member.

Medical Assistance would look at the tax filing status, and if mother was claiming them or if they were not being claimed.

Activity: Special Cases Teach-back

45 min

Divide participants into groups. Provide each group with a flipchart paper for one of the scenarios listed below. If

possible, this flipchart paper should be laminated, and should include the information below as well as the scenario graphic. If not, provide participants with a blank piece of flipchart paper and a separate document with the information below.

Remind participants to review Volume III for the rule related to their scenario. Ask participants to draw the AU on their flipchart, as well as other information they want

to provide to the class during their teach-back. Give them 5-7 minutes to determine the AU and develop their flipchart. Then, ask each group to present (teach back) to the class. Tell them to include:

1. Summary of their scenario 2. Information regarding the rules relating to their scenario




3. State who is in the AU 4. Explain why they believe their answer is correct

Specified Caretaker 3.604.2.H Teach-back Scenario 1

A “specified caretaker” is a:

Relative by blood, marriage, or adoption who is related to the dependent child, or a legal guardian or legal custodian of the dependent child

Person who exercises responsibility for a dependent child within the person’s home

Specified caretakers may choose whether to be a part of the AU. If a specified caretaker chooses to be a part of the AU, they must participate in program activity/work requirements unless they are exempt.

The relationship of the specified caretaker to the child must be verified. The Eligibility Worker can do this through various means including school records, court documents, or child welfare. It is important they document using case comments how they verified this information, especially if they used PPP.

Determine the AU of the following individuals.

Elena is the grandmother of Makayla and Eli. Makayla and Eli are siblings.

The AU would either consist just of Makayla and Eli if Elena did not want to be part of the AU, or Makayla, Eli, and Elena, is Elena wanted to be included in the AU. If she isn't participating in the AU she won't be referred to workforce development. If she is participating in the AU she is required to go to workforce development, unless she receives an FVO waiver. Check with counties for available services for people who are not participating in the AU.

Half Sibling Rule 3.604.2.C.3.a Teach-back Scenario 2

Determine the AU for the following scenario.

Thomas is the father of Mila and Isaac. Mila and Isaac have different mothers. Isaac receives $200.00 a month in child support from his mom.

The AU includes Thomas and Mila; Isaac is optional, and the eligibility worker should help Thomas decide whether Isaac should be included in the AU based on the best interest of the family.

Provide an example if Isaac was only receiving $10.00 a month. If this was the case then, as a worker, you would want to do what is in the best interest of the family. Because the family would be eligible to receive more than $10.00 a month in CW for Isaac, it is better to include him in the AU.

If a half sibling is receiving child support, they are an optional member. If a half-sibling stopped receiving child support, they become a mandatory member of the

AU.

Minor Parent Applicant 3.604.2.T.1 Teach-back Scenario 3




An individual who is under 18 and is either pregnant or a parent, and is living at home with their parent(s) may apply for CW. The parent(s) of the minor parent are mandatory if the minor parent is not married, widowed, or divorced. Minor parent(s) must live in an arrangement that is evaluated and deemed appropriate by

the county, commonly referred to as a “County Approved Setting.” Counties should refer to their county policy in regard to the county approved setting. If their living arrangement is not county approved, they will be ineligible for CW.

A minor parent living in the home of a specified caretaker may apply for CW. A minor parent is paid as an adult when:

They have a marital status of married, separated, or divorced. They are listed as the HoH.

Effective 4/1/2018, the time clock of minor parents will tick if they are listed as the HoH.

Determine the AU for the following scenario. Linda and Bob are Tiffany’s parents. Tiffany is 17 years old (never married) and the mother of Brittany. Tiffany has applied for CW for Brittany and herself. In this scenario, since Tiffany is living with both of her biological parents, and she is not married, widowed or divorced, their income will be included in BU Calculation. The AU is Tiffany and Brittany. Bob and Linda must be part of the AU Bob and Linda’s income will count towards Tiffany’s AU. Remember, if Tiffany is listed as the HoH she will be paid as an adult, her time clock will advance and she will be a mandatory referral to WFD.

In this scenario, since Tiffany is living with both of her biological parents, their income will be deemed to Tiffany.

The AU is Tiffany and Brittany. Bob and Linda can choose to be a part of the AU. If they choose not to be included in the AU, their income is still deemed to Tiffany. Remember, if Tiffany is listed as the HoH she will be paid as an adult, her time clock will advance and she will be a mandatory referral to WFD.

Qualified Non-Citizen 3.604.1.N.11-12 Teach-back Scenario 4 Qualified non-citizens:

Can receive CW as soon as their status is verified: Refugee Asylee Victim of Severe Form of Trafficking Non-citizen whose deportation is withheld Cuban or Haitian Certain Amerasians American Indian born in Canada Hmong or Highland Laotian Iraqi or Afghan Special Immigrant Status (SIV) Military connected non-citizens

Can receive CW if an additional verified condition is met: Lawfully permanent resident (LPR) who met the 5 year bar Parolee for at least 1 year Conditional Entrant Battered non-citizen





Janet and John are married. They are the parents of Tawny, Zach, and Tracy, who are all US citizens. John is also a citizen. However, Janet is an LPR who has been in the U.S. for 3 years.




The AU includes John, Tawny, Zach, and Tracy. Janet is excluded.

Excluded Members 3.604.2.R Teach-back Scenario 5 The following categories of individuals are excluded from the AU:

Anyone receiving SSI Fugitives, fleeing felons, parole violators, and probation

violators Undocumented non-citizens Individuals who were convicted of a drug-related felony on or

after July 1, 1997 unless the county determines the person has taken action toward rehabilitation

Individuals with an Intentional Program Violation (IPV) Individuals who are participating in a strike


Sandy is the wife of Charles and mother of Anita. Charles is father or Anita and James. Sandy is only the mother of Anita. James is receiving child support from his mother. Charles is receiving SSI.

The AU consists of Sandy and Anita. Charles is excluded and James is optional.

Temporary Absences 3.604.2.G Provide the following information about temporary absences that exceed 45 days; they are considered to be intact families.

A case should not close if a child

Goes to stay with an absent parent for the summer Is getting medical attention away from home Is in a voluntary foster care

Explain to participants that they should refer to rule if they need more information about temporary absences. 3.604.2.G.

Important Note:

Non-Financial eligibility is another eligibility criteria required for CW that does not involve income. An example of this is citizenship, residency, or identity.

Important Note:

A ‘fleeing felon’ refers to a person who is intentionally taking action to avoid criminal penalty.





Bring the participants back in the moment by breaking the ice! Allow them to speak freely about one thing they did the night before. One thing they remember from yesterday or anything that learned or reflected on the training.

Activity: Assistance Unit Review

Have participants join their group from the Special cases teach-back activity. They should then review information from their scenario and report out to the group. This will assist in introducing BU.

Activity: Build your family

Facilitator, once you have provided the instructions below have participants hang their family on paper and attach it to the wall. Let them know that you will check in on their family from time to time throughout today and tomorrow.

Tell participants that they will explain their family to the class, identifying the AU. Tell them to justify their answer using the correct rule. Each group will present their answer.

Keep participants in their same groups Provide each group with flip chart paper, silhouettes (laminated), and markers.

Silhouettes will be provided as a part of the Staff Development Center tool-kit for certified trainers.

Ask each group to create their own family with pictures provided in their envelope. Have them choose 5 people to be in their family plus pets and/or farm animals. There must be at least one child under 5, one employed person, one person over

60 and at least one pet or farm animal. They can have more than one of these categories if you like. They should be able to tell

the family story. Where do they live? Does anyone work? Is there transportation? Do they have money in the bank or other resources? What supports does their family need?

10 min

15 min

20 min




following

Budgetary Unit 3.604.2.D

Provide the following information to participants while using the PPT:

Colorado Works defines a Budgetary Unit (BU) as those in the household whose income and expenses are considered in the determination of eligibility and payment calculation. At least one individual must meet non-financial eligibility requirements for the

budgetary unit to be considered The following individuals must be included in the budgetary unit:

A dependent child Parents of dependent child(ren) who reside in the same household Expectant parents Siblings Specified caretakers other than a parent requesting assistance

It is important to remember that when there is an option, eligibility workers should do what is in the best interest of the family.

Here are the most common examples: A Specified Caretaker has recently lost their job. The caretaker is not eligible for

unemployment benefits. The caretaker applies for CW for a child for whom they are responsible. In this case, workers should provide the caretaker with the option to be

in the AU and be a part of the cash grant. Remind the participants that CW has so much more to offer than just the BCA.

A HH includes a half-sibling who is actively receiving Child Support (CS), depending on the amount, it may be better to include the child and pass through the CS payments or exclude the child per the half-sibling rule. For example, if the CS is $100.00, the HH may elect to include the child. However, if the payment is $900.00, the HH would likely be ineligible and instead may elect to exclude this half-sibling from the grant. More details regarding CS payments, when it is considered countable income and when it is except is discussed later in this training.

Refer to the PPT slide example. Explain to participants the mother is applying for assistance. She is married to the father and they are both parents of their two daughters. A nephew and grandfather are also living in the home. Ask participants who should be in the BU. The BU must include Mom, Dad, and the two Daughters. The nephew would be included if Mom is his specified caretaker. He could also be in a

separate Assistance Unit as a “Child Only” case if she is his specified caretaker. The grandfather could also apply as the specified caretaker for the nephew.

The grandfather would not be included in the BU because he is not a mandatory member of the AU and does not meet non-financial eligibility because he does not

20 min




have a dependent child.

Financial Responsibility

Financial responsibility is limited to a spouse for their spouse, and a parent for their

child(ren). If a parent is not in the home, they are still considered financially responsible. This is

why compliance with Child Support Services is required. Financial responsibility is not impacted if a child is pregnant or is a parent/responsible

caretaker themselves. The only exception is if a minor parent living with their parents is married.

If an individual is in the BU, but not the AU, their income is “deemed” to the AU (included when considering income and expenses).

The PPT slides regarding financial responsibility include scenarios. Discuss each scenario with participants. On the slides, a $ indicates the individual receives income. Arrows indicate financial responsibility. Arrows going both ways mean the individuals are responsible for each other. A dotted line indicates potential financial responsibility.

Parents are responsible for their children, and if they are married, they are responsible for one another.

40

min




Stepparents are responsible for their step-children when there is a child in common; stepparent income is deemed if there is no child in common.

Sponsors are financially responsible for sponsored individuals; sponsored income is deemed.




Important Note:

This rule is different for Food Assistance.

Parent(s) of an unmarried minor parent who is living with their parent(s); parents’ income is deemed to the minor.

If a parent no longer has legal custody of a child and is living in the home of the child, the parent is not financially responsible for the child.

Break

Let’s Build Upon This! Class Scenario

Describe the following scenario to participants. Ask them to draw it in their Participant’s Guides. Grandma Elena recently became the specified caretaker of Makayla and Eli, her grandchildren. Makayla and Eli are siblings. Their father is Grandma Elena’s son. Makayla and Eli each have different mothers. Makayla’s mother is paying child support; Eli’s is not. Ask participants who has financial responsibility.

15

min

Facilitator Note:

Remind the participants about the half-sibling rule and doing what is best for the family. Give example of the $ 200.00 vs. $ 10.00 child support for Makayla.




Answer:

Grandma Elena is the Specified Caretaker/Applicant and has no financial responsibility to her grandchildren. Makayla is receiving child support from her mother and has no financial responsibility to her brother Eli or Grandma Elena. Because Eli meets both non-financial and financial eligibility, he will be the only one receiving CW.

Explain to participants this is not the only one possible answer. The scenario could be different depending on the amount of child support that Makayla is receiving. Makayla is optional, and the decision to include or exclude her should be based on what is best for the family.

The answer is also dependent on whether Grandma Elena’s son (the children’s father) is living in the home, paying child support, and the amount of the child support.

Activity: Think about it!

Ask participants to work individually or in pairs. The scenarios below are listed in their Participant’s Guide. Ask participants to read each scenario, draw the appropriate lines of financial responsibility, and write down the AU and BU. After 10-15 minutes, discuss the answers as a large group.

Scenario 1:

Penelope is six weeks pregnant and living with her boyfriend Tristin, who is the biological father of the unborn child.

Answer:

Penelope is her own AU and BU until the baby is born. She and Tristin are not financially responsible for one another since they are not married. However, if Tristin is on the application, he should be entered into CBMS.

45

min




Scenario 2:

Sue and Tom are married and they have three children in common. Sue is the only one working.

Answer:

Since Sue and Tom are married and have children in common they are financially responsible for all household members. Everyone is in the AU and BU. Sue’s income will be used to determine financial eligibility for all household members.

Scenario 3:

Thomas has two children, Mila and Isaac. They do not have the same mother. Mila receives child support from her mom; Thomas receives SSI for himself.

Answer:

Mila and Isaac have no financial responsibility for one another. Their father Thomas is receiving SSI and is excluded from both the AU and BU. The AU and BU include Mila and Isaac. Because Mila is receiving child support, she could be excluded from the AU and BU. Isaac is the only one who would receive CW if Mila was excluded.

Scenario 4:

Nora and Dominic are not married but have three children in common. Nora is an undocumented non-citizen, but is the only one in the home who is currently working. Dominic has applied for CW.

Answer:

Because all the children are Nora’s biological children and are in common with Dominic, they both have financially responsibility for all children. Nora and Dominic have no financial responsibility for one another because they are not married. The AU consists of Dominic and the children. The BU consists of Nora, Dominic, and the children. Her income will be deemed to the household.

Scenario 5:

A grandfather who is currently pending receipt of SSI applied as the specified caretaker of his grandson.

Answer:

The specified caretaker does not have financial responsibility for his grandson. He is an optional member of the AU and BU.




Celeste is married to Rob; Celeste has two children Liz and Dave from a previous marriage. Celeste applied for CW.

Answer:

Celeste and her children will all be included in the AU. Rob’s income will be deemed to Celeste because they do not have children in common. The income deemed to Celeste will then be deemed to the children. Rob’s income is used in the BU and is deemed to Celeste.

Scenario 7:

Larry and Jill are married. They each have a child from a previous relationship. Richard is Jill’s son and Greg is Larry’s son, neither receives Child Support. They also have one child in common, Frank who is 8 weeks old. Larry applied for CW.

Answer:

Larry and Jill are married and they have a child in common. Therefore, Larry, Jill and their 3 kids are all a part of both the AU and BU.

Scenario 8:

Phyllis is the mother of Bernadette, who is 17, unmarried, and in high-school. Bernadette is also a mother of a 4 month old Leanne. Bernadette would like to have her own income for her new baby. Bernadette has applied for CW; Phyllis is working and does not want to be a part of the grant. What would the AU/BU look like for this scenario?

Answer:

Phyllis is not required to be a part of the AU, because Bernadette is not married, widowed or divorced, and her income will be included as a part of the BU.

Activity: Revisit your family

Facilitator will ask participants to revisit their family. They will now discuss what their families BU looks like. Each group will present their answer in the large group discussion.

Let’s Practice!

It is important that when presenting the CBMS data entry to the participant’s the facilitator relates each CBMS page back to the modules that were covered using policy, lecture, and

discussion. This will assist the participant’s when applying their old and new knowledge to

20 min

30

min




CBMS data entry.

Instruct the participants to log back into TRN. Using the case number, ask them to search for their case using either Global Search or Case Tab.

Discuss the benefits of using the shortcuts.

1) Applications Tab shows the last X number of applications the user worked on 2) The Case Tab shows the last X number of Cases the user worked on

3) Using Global Search, when you find your case, you will also need to click on a page.

Ask them to Begin Interactive Interview queue by hovering over Actions. Navigate to Demographics.

Individual Demographics

1) EBD - Look in Online Help (ONLINE HELP (OLH)) if EBD is in question. EBD should be the application date or Retro MA date

2) FA Use Month - Used by Food Assistance (Discussed in Expanding Foundations Food Assistance course)

3) Last, First, Middle, Gender - Populated from AI 4) Gender- Populated from AI 5) Date – Date of Birth populated from AI 6) Verification – Received 7) Source – Select the type of verification source used to verify the Date of Birth if

applicable. If the birth certificate is already there then this should also be in the case file. If this was verified in another county, then the current county should request from that county. Do not hold-up eligibility

8) State ID – May be populated from AI; there may be times when there is no State ID and the worker will need to request a State ID here




9) Marital Status – Should be completed to indicate the marital status of each individual 10) Verification - Received 11) Source – select appropriate source- Other (client statement, though acceptable, will generate a

VCL for cash cases)

1) SSN – This is the Social Security Number (SSN) of the customer and should be populated

from AI 2) Verification – Received 3) Source – Select appropriate source (When you run a SVES Request this field will changed

to SVES Approved)




4) US Citizen –US Citizen = Yes Go to steps 5 to 6. If US Citizen = No, the Non-Citizen

Button will enable so that that page can be completed. Refer to the Expanding Foundations Food Assistance: Non-Citizens WBT (http://traincolorado.com/)for more information on Non-Citizens.

5) Status – Select appropriate status 6) Verification – Received 7) Source – Select appropriate source if applicable 8) Acceptable Doc? – If you have an acceptable document for Medical programs, then this

would be a “Yes.” This is specific to medical programs. When “No,” then this along with client statement, will run Real Time Eligibility (RTE) which is covered in depth in Expanding Foundation Medical Assistance

9) Date Reported - This field is enabled and required to record the date the customer reported a change or the date a change became known to the agency

10) Date Verified - Is used to record the date you verified the change(s) you made to the Individual Demographics page; at intake this generally is the application date

Save the page.

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Prior/Current Aid Related List

Facilitator should explain the use of this page. This page is used to pend for verification when a customer has received benefits in another state. This will then appear on the Verification Checklist (VCL). In this case, we will not complete data-entry but should be pointed out to participants.

1) EBD - Date of application or date of the actual change, use ONLINE HELP (OLH) as needed 2) Program Group-A list of all High Level Program Groups (HLPG) will appear, specific to CW

this will be used when pending for verification that assistance in previous has ended. Example: Customer moves from Wyoming in month of application and declares they received TANF in the previous month or in the month of application

3) Begin Date- This is the date the customer received benefits in the other state 4) State-Select appropriate state 5) Verification-select appropriate verification 6) Source-Select appropriate source from drop- down Save the page. Close the page.




Facilitator Note:

Stress to the participants the importance of checking every page for accuracy. If changes are made then the EBD should be changed.

Identification Details Related List

1) EBD - Look in Online Help to see what date to use; enter the date of application. 2) Identification –. Select Yes; if the customer did not provide Identification, select “No”

and complete the Reason for not providing ID field 3) Identification Type – Select identification appropriate if customer is eighteen or older for

CW program 4) Photo – Choose “Yes.” 5) Issuing Agency – Who issued the license; review the Lawful Presence Desk-aid. 6) Acceptable Doc – Select “Yes.” This button is specific to Medical Assistance and is

covered in detail in Expanding Foundations Medical Assistance 7) Driver’s License/ID# - Enter Driver’s License or Identification Card number if available 8) Check DMV Button – Interfaces with the Colorado Department of Motor Vehicles. If the

individual has a current identification, then it will populate in this page when you select the button. This button should be selected for every individual on the case. There is no age limit for receiving identification from DMV as of 1996. (Interfaces do not work in TRN so we won’t do it in class)

9) Verification – Enter Received 10) Source – Select appropriate source 11) Date Reported – This field is enabled and required to record

the date the customer reported a change or the date a change became known to the agency. At intake, this is the date of application

12) Date Verified - Used to record the date you verified the change(s) you made to the Individual Demographics page. Enter the date of application because that is the date it was verified. (If they verified this at the interview, then you would enter that date). Save the page

Notice the CW Use Month populated with the month of application. In our scenario, after this page is saved, the CW Use Month is set to the month of application. That is when CW will start looking at this information we just entered.




The CW Use Month is used to determine when to use new information. a) The CW Use Month is set based on whether the change will positively or negatively

impact the CW program b) A non-mandatory decrease will set the CW Use Month to the 1st month of the next CW

RRR c) Customers do not have to report non-mandatory changes, but if they do, the worker

should enter the information into CBMS

In CBMS-PRD the CW Use Month is disabled. In class it is enabled because we all have state security access.

Lawful Presence (Identification Details) Ask participants to list off CW’s requirements for Lawful Presence. Answer: Proof of Identity and Lawful Presence.

To add a Lawful Presence Affidavit, select the Add icon on the Identification Details. Follow the below data entry steps for Lawful Presence:

EBD – Enter the date of application Identification – Select “Yes” Identification Type – Select Lawful Presence Photo – Select “No” Issuing Agency – Select Colorado Acceptable Doc – Select Original Driver’s License/ID# – leave blank Verification – Select Received Source- Select Original Date Reported – Enter date of application Date Verified – Enter date of application




Save the page. Close the page.

Repeat these steps for all individuals who are ages 18 and older and applying for the CW




Individual Address Related List

This page is used to capture the Home and Mailing address information. This information carried over from AI. Make sure the Applicant is selected on the Individual Demographics page. 1) EBD-Date of application or the date the change was reported 2) Type-From the drop down select “Home Address” 3) Verification – Enter Received 4) Source – Enter appropriate verification source 5) Save the page

**Remember, you must update all Demographic information including applicable Related Lists for every HH member**

It is recommended to copy the address and verification to the other HH members. Select the Copy HoH Address to Other HH Members button on the main case page AFTER you complete it for the HOH

Ethnicity/Race

Select each of the HH members from the Name and select an Ethnicity and Race of your choice. This is not required for CW, however, it is best practice to enter all information included on the application or declared during the interview. This is a mandatory page for the HOH on all FA cases. Save the page after each entry. Select the Next Page icon.




Case Individual Program Requested Use the Edit icon to update each HLPG for each HH member:

1) Name - Select an individual’s name (start with the HoH) also note if the individuals are in red then that means they are no longer listed on the case

2) EBD- This information has carried over from AI; always double check for accuracy 3) CW Use Month – Is set to the month of application in our scenario; notice the FA Use

Month. Please note that the CW and FA Use Months may not align, this will depend on limited reporting rules for each program

4) Request Date – Make sure the Request Date is populated with the date of application 5) Reason-Is populated based on program 6) Requesting Assistance –Members are either requesting or not requesting assistance; this

information is pulled from AI and should be a “Yes” for our scenario 7) Ancillary Member –This field is not utilized for CW 8) Date Reported- Application date or date the worker was notified of the change




Case Individual (In Home)

This page needs to be completed for each individual.

1) EBD – Defaults to the date of application for our scenario 2) CW Use Month - This is the month the individual will be added to CW. CBMS will

automatically determine CW Use Month based on the date reported, verified, and received. This date cannot be manually changed. If there is a conflict with the date, follow your county process for submitting a help desk ticket.

3) In Home – Select “Yes” for the applicant 4) Verification (In Home) – Received 5) Source (In Home) – Self-Declared or Family Unit 6) FA and CW Start Month – This is the month a new household member’s benefits begin. 7) Applied for CW Elsewhere - Member Leaving One Assistance Unit and Entering Another

Assistance Unit 8) Date Reported- Greyed out with application date 9) Date Verified - Enter the date of application. Save the page

**Update Case Individual for all HH members and then move forward in the queue**

Individual Tax Information

This page is used by MA. Update based on the information in the application.

Purchase and Prepare

This page is used by MA. Update based on the information in the application




Important Note:

CBMS will check for two parents, on child only cases.

Household Relationship Details The Household Relationships Details page is mandatory for all HLPGS whenever there is more than one individual listed within a case. This page contains information that will be used to determine the correct household composition for Food Assistance. For more information, refer to OLH IN THE CBMS TOOLBAR. Each person’s relationship to the other HH members is listed in the summary data when a person is selected in the dropdown list: Click the add or Edit icon to update each member’s relationships.

1) EBD – Leave the EBD at the default date for this scenario; you can always refer to Online Help (OLH IN THE CBMS TOOLBAR).

2) Name: This is the individual for whom you will be completing their relationship to the rest of the members on your case. For this scenario, select your Head of Household.

3) Relationship to – This is where you identify the relationship between the individuals. For this scenario, the Head of Household is the boyfriend of the female applicant. The relationship will be Unrelated. (The Head of Household is also the father of the child on this case.)

4) Verification – Select ‘Received’ 5) Source – Select appropriate source from drop-down menu. For

this scenario, select ‘Client Statement’. 6) Date Reported – For this scenario, enter your date of

application. 7) Date Verified – For this scenario, enter the date of application




8) Check Boxes - Open online help for more details on each box. a) Parental Care and Control - This check box is used by FA to

indicate an individual is financially responsible for a child. This field can be used to exempt an adult from Employment First.

i) Instruct participants that due to recent clarification from FNS, parental care and control is assigned to one adult per child. For example, a couple with two children may each assume parental care and control for each child.

b) Sponsor – Used by all programs for sponsors c) Responsible Relative – Used by CW for Caretaker Relatives to place them in the correct category of

MA d) Community Spouse – Used by LTC

9) Exercises the Responsibility for – This data group is used by CW for Specified Caretakers (non-parents) applying for Child-only to show that the exercise responsibility over a dependent child.

10) Select Save and New at the bottom to add relationship details for all HH members

Repeat these steps for each relationship on the application following the above direction. Then, save the page. Select another household member from the name field. The reciprocal relationship will populate for each individual in the home. Enter any remaining relationships that have not been entered into CBMS yet. When the status bar shows 100%, then the relationships should be complete.

Click Summary Button

11) Summary - The Summary button allows you to double check the relationships of everyone in the HH in a summary table.

12) When all relationships are entered, click the Next page icon or select the next chevron in the queue.

Complete remaining pages for new HH members.

Purchase and Prepare This page is used by FA. Select the Next Page icon.

Facilitator should discuss the differences in each HLPG in determining Household Composition. FA uses the Purchase and Prepare; MA uses the individual Tax filer; CW uses




relationships.

Retro Information This page is used for MA. Select the Next Page icon.

Attributes

The Individual Attributes is a mandatory page that appears in II for all HLPGs. Different HLPGs use specific fields to capture household circumstances that may affect eligibility requirements. An example of information that is captured on this page is whether an individual is expected to return to a job that may exclude them from attending training requirements. Workers can also specify what the customer’s living arrangement is or if they have access to other health information. This page must be completed for all household members on your case.

1) Name – From the dropdown menu select your applicant. As a reminder, each individual on

your case needs to have a record created for them. 2) Effective Begin Date (EBD) – For this scenario, enter the application date in this field.

a) If adding a new member to an active case, always consult with OLH IN THE CBMS TOOLBAR to see what EBD to use.

3) FA Use Month – This field will be populated by CBMS when the page is saved. This field will identify when FA will use all information saved on this page for eligibility purposes. For this scenario, do not touch this field.

4) CW Use Month – This field is populated by CBMS when the page is saved. This field is used only by Colorado Works (CW) to determine when information on this page should affect a case. For this scenario, do not touch this field.

5) Job Attached – This field is used to indicate if an individual needs to be exempted from the Employment First program due to the expectation that they will be returning work. For this scenario, leave this field blank. a) Job attached status is defined by a customer returning to their job within 60 days,

(e.g., a seasonal worker who has been laid off or an individual on approved Family




Medical Leave (FMLA).) 6) Refused Work/Training – This field is used by Food Assistance for customers who are meet

student eligibility status. For this scenario, leave this field blank. a) Customers who are considered students who have a child over the age of six but under

the age of 12 and do not have adequate child care may be eligible to receive Food Assistance benefits. In those circumstances, select the ‘Child Care Not Available’ from the Reason drop-down menu if that applies. The ‘Parental Care and Control’ checkbox should also be entered on the Household Relationships Details page.

7) Migrant/Seasonal Farm Worker – This field is used for Expedite Food Assistance. This field indicates if an individual is considered a Migrant/Seasonal Farm Worker who is destitute of income and potentially eligible for Expedite Food Assistance. For this scenario, leave this field blank.

8) Minor Applicant – This data group is used by Colorado Works and is discussed in Expanding Foundations Colorado Works. For this scenario, do not touch these fields.

9) Living Arrangement – This field is used by all HLPGs to capture what kind of residence the

customer has. Open OLH IN THE CBMS TOOLBAR and review under Field Information important notes to remember regarding the FA program. For this scenario, select ‘Unshared’.

10) Verification (Living Arrangement) – Select the appropriate option from the drop-down menu.

11) Source (Living Arrangement) – Select the appropriate option from the drop-down menu. 12) Date Reported – Enter the date the customer reported the information on this page. For

this scenario, use your application date. 13) Date Verified – Enter the date the customer verified the information on this page. For

this scenario, use your application date.




Once complete, click the Save button at the bottom of the page. A message will let you know that all information on this page will be used for eligibility purposes from the date you designated as your Effective Begin Date (EBD). If this is correct, click yes.

Click the Next Page Icon.

Employability Details

This page is used by Employment First Work Programs for exemption purposes if a person is caring for an ill or incapacitated person. Select the Next Page icon.

Residency

The Residency page is used by all HLPGs to determine if an individual is a resident of Colorado. This mandatory page must be completed for every individual on a case. For additional information, refer to OLH IN THE CBMS TOOLBAR.

Click the + icon to add a new record or edit icon to view or update an existing record

1) Name – From the dropdown menu select your applicant. As a reminder, each individual on your case needs to have a record created for them. a) Effective Begin Date (EBD) – For this scenario, enter the application date in this

field. If adding a new member to an active case, or if a customer reports a change in their county of residence, always consult with OLH IN THE CBMS TOOLBAR to see what EBD to use.

2) FA Use Month – This field is populated by CBMS when the page is saved. This field will identify when FA will use all information saved on this page for eligibility purposes. For this scenario, do not touch this field.

3) CW Use Month – This field is populated by CBMS when the page is saved. This field is used only by Colorado Works (CW) to determine when information on this page should affect a case. For this scenario, do not touch this field.

4) CO Resident – Answering the question in this field indicates if the customer resides in Colorado. Always answer this question appropriately. For this scenario, select ‘Yes’.

5) County of Residence –This field specifies which county your customer resides in. This




field will also be used if you need to transfer a case to a different county. a) It is best practice that all your households be marked as living in the same county.

6) Out of State – This data group is used by Adult Financial programs when a customer indicates that they are temporarily away from their state of residence. This is further discussed in Expanding Foundations Adult Financial. For this scenario, do not touch these fields.

7) Date Reported – Open OLH IN THE CBMS TOOLBAR to identify which date to enter here. 8) Date Verified – Notice how this field is greyed out? Refer to the General Eligibility module

for more clarification on why this field would be greyed out.

Once you have completed updating all fields, click the Save button at the top of the page.

Complete for all HH members

Move forward in the Queue.

Financial Eligibility

Goal and Objectives Goal: Participants will integrate knowledge obtained from the Assistance Unit and Budgetary Unit module with income information to determine accurate and timely eligibility

Objectives:

Identify budgetary unit Illustrate financial responsibility relations

40 min

Important Note:

CW & FA have the same guidelines regarding Self- Employment.




Important Note:

Individuals who are receiving Social Security benefits may have income listed under another social security number. For example, if an individual is receiving Survivor’s Benefits it may be listed under the deceased’s social security number. It is important that workers clarify this information during the interview.

Identify countable income and exempt income sources

Income Basics 3.605.2 Provide participants with the following basic information about income. All countable income, including earned and unearned income, received or expected to be received in the application month and any month following, will be considered when determining eligibility for the household (those in the Assistance Unit).

If the gross countable income exceeds the need standard, after the $90 earned income disregard is subtracted, the AU is not eligible.

All income reported must be entered into CBMS. Child Support income is always counted in the first step – more

details about this will be discussed when reviewing the BCA Grant calculation and Child Support Pass Through rules.

Customers should make a reasonable effort to secure other potential income before receiving CW. This is not always possible, as customers may not have access to income; however, the Eligibility Worker should discuss potential income sources with the customer. SSI Unemployment benefits Workman’s Comp

Countable Earned Income Provide participants with the following basic information about income. Earned wages are countable for anyone working in the household who is a mandatory member of the BU.

Wages, salaries, and commissions paid for services as an employee (including self- employment)

Income from WIA (Work Investment Act) – on the job Temporary Employment that exceeds 90 days if not accompanied by an Individualized

Plan/Roadmap

In-Kind

Countable Self-Employment Income 3.606 All self-employment income is considered income in the month it is received. If the self- employment is irregular then it should be averaged over a twelve month period.

Examples of self-employment income include: Babysitting/child care (very common) Home business Housecleaning Farming Room and board income




Rental income

Documentation of self-employment income is required. This could be a formal ledger, tax records, or written statement of their income and expenses. A ledger is available on the SPA application.

Counting Earned Income at Initial Application At initial application, income is used when calculating the BCA grant for an eligible AU. Workers should refer to the Need Standard chart when discussing how the initial eligibility is determined.

Provide the examples below by writing them out on a flip-chart and asking participants to reference the Need Standard chart. This is the easiest way to explain the consideration of income at initial application. Remember the calculation method when determining the BCA amount.

BCA Grant calculation Write these steps out on a flip chart or white board and discuss with participants.

Step 1 = Determine the Need Standard (NS)

Gross earned income (not unearned income) - $90 earned income disregard + unearned income (if countable) = compare the total income to the NS.

The total income must be below the NS for the customer(s) to be considered eligible. If the customer(s) are over the NS they are not eligible and the application is denied per excess gross income. If the customer is below the NS, move to step 2 to calculate the Grant Standard (GS) or benefit amount.

Step 2 = Determine the grant amount

First - Gross earned income (not unearned income) – 67% earned income disregard + unearned income (if countable) = total net countable income.

Second - Subtract total net income from the maximum GS amount = benefit amount.




Need Standard 3.606.2.5 vs Grant Amount

The need standard is the income limit. If an AU’s income (from all of the individuals in their BU) is below the need standard, the AU will be eligible to receive CW benefits.

The grant amount is the amount of benefits the AU will receive. The maximum is listed in the table; any income counted toward the AU will be subtracted from this maximum grant amount; the family will receive the amount that is left. The grant amount income is determined with a different set of rules than the need standard.

Review the CW – Standard of Assistance Desk Aid with participants.

Disregards

Disregards are only applied to income that is earned; unearned income does not receive any disregards

At initial application, a $90 disregard is applied to all earned income $90 disregard is only used to determine eligibility based on the need standard, and not

actually applied to the ongoing case If a household is under the need standard with the $90 disregard, they receive a 67%

earned income disregard when determining the amount of the Basic Cash Assistance (BCA) grant

Frequency Calculations

CBMS will use the frequency below when computing monthly gross income. This is often referred to as conversion or converting.

Weekly is averaged using 4.3 Biweekly is averaged at 2.15 Twice a month is averaged at 2

At initial application and at redetermination, continuous income will be averaged. Actuals will be used when a job starts or ends in either the application month or first month of the recertification.




It is important to know the formula that CBMS uses to calculate eligibility and the need standard so when you look at the wrap up screen you can determine whether you entered the correct income information. It is essential that correct eligibility is determined and the customer receives the correct notifications.

Discuss the following examples with participants. It may be helpful to draw the scenarios on flipchart paper or on the board.

Write it out-example 1

A household of 2 specified caretakers and 2 children has applied for CW. Dad is working earning $275.00 every two weeks. In the month of application he received two checks not three. There is no other income in the home.

Step 1: Determine the Need Standard (NS) = $533.00

$275.00 x 2.15 = $591.25

$591.25 - $90 earned income disregard = $501.25

$501.25 is less than the NS of $533.00 = customer is eligible, move to step 2

Move to step 2: Calculate the Grant Standard (GS) or benefit amount.

Step 2 = Determine the benefit amount

$275.00 x 2.15 = $591.25

$591.25 x .67% earned income disregard = $396.14

$591.25 - $396.14 = $195.11

The GS for 2 specified caretakers and 2 children is $645.00

Write it out-example 2

A household of 1 specified caretaker and 1 child has applied for CW. Mom is working earning $350.00 a month. She also receives $20.00 a month as a gift from her grandpa.


$350.00 x 1 = $350.00

$350 - $90 earned income disregard = $260.00

$260.00 + $20.00 unearned income, gift = $280.00



$645.00 - $195.11 = $449.89. This family will receive $449.00 in CW benefits.





$350.00 x 1 = $350.00


$350.00 - $234.50 = $115.50

$115.50 + $20.00 unearned income, gift = $135.50

The GS for 1 specified caretaker and 1 child is $400.00

Class Scenario 1


$200.00 x 2.15 = $430.00 – remember there are no disregards allowed for unearned income.




$200.00 x 2.15 = $430.00

The GS for 2 specified caretakers and 2 children is $645.00

Class Scenario 2

Customer applies for CW, for herself and her 5 children. She is currently working and is paid $175.00 weekly, on Mondays. None of the children are working or receive child support.


$175.00 x 4.3 = $752.50

$752.50 - $90.00 earned income disregard = $662.50




$175.00 x 4.3 = $752.50


$752.50 - $504.18 = $248.32

The GS for 1 specified caretaker and 5 children is $844.00


Customer applies for CW for himself, his wife and their two children. He is the only one in the family with income. He receives $200.00 in unearned income every two weeks.


Important Note:

If a required member of the household is receiving SSI, all other income is exempt for

that individual.




More about income!

Activity: Teach-Back!

Divide participants into three groups.

Ask each group to read Volume 3 regulations on one the following topics: countable unearned income (3.605.3.A), exempt income (3.605.3.C), and stepparent income/In kind income. Provide them with the location if they are unable to find it themselves.

Ask each group to design a short presentation on their topic. Then have each group teach back to the class.

Make sure they include or provide it afterwards.

Child Support Pass Through

All income is used at initial application, including Child Support (CS) income, currently being received - court ordered or direct receipt.

If the household is over the need standard at application they will still be denied. If the household is under the need standard and receiving child support, the CS income

will not be used when determining the CW grant amount.

Countable Unearned Income Unearned income is countable (unless specified as exempt)

Current CS is used when determining initial eligibility

CS does not have to be court ordered, it can be paid as direct receipt Veteran’s Compensation Gifts Unemployment benefits Social Security benefits (non-SSI) Royalties Workman’s Compensation Income from WIA training (Work Investment Act) – on the job


40 min

Important Note:

If a required member of the household is eligible for SSI all other income is exempt for the individual receiving SSI.




Exempt Income Examples of exempt income include but are not limited to:

Current CS is exempted (passed through) for grant calculation Once found eligible all CS income is excluded, court

ordered or direct receipt CS arrears are exempt and are not used for eligibility or grant

calculation




Arrears are back payments owed from the non-custodial parent to the child

SSI Income tax refunds Income from WIA (Work Investment Act) training Refugee resettlement money

Emergency assistance Low-income Energy Assistance Program (LEAP) A loan with a repayment agreement Foster care payments (for non-recipient children) Educational monies (financial aid) Adoption subsidies (the child receiving the money is

excluded from the household) Temporary Employment (less than 90 days) Income from subsidized employment

Stepparent Income

A stepparent’s countable income is considered available and deemed to the spouse and children of the spouse that are included in the AU as dependent children. Review the Data Entry Of Step Parent In CBMS Desk Aid. Stepparent’s receive a deduction for the own needs. This is the need standard of one

adult and no dependents $90 earned income disregard applies Minus CS paid by the stepparent to a child living outside of the home

Sponsor Deeming Net income of the sponsor and the sponsor’s spouse is deemed Subtracts twenty percent of the gross earned income or $175.00 whatever is less Minus CS paid to a child outside of the home

Minors Income If they are attending school full time, their income is exempt Income is exempt if the minor has graduated early If they are not in school, then their income is countable

In-Kind income

In-kind income is any gain or benefit received by the household that is not in the form of money. Some examples may include, but are not limited to meals, clothing, public housing, or produce from a garden. Counted as either earned or unearned income (earned if it is provided in exchange for

employment) If a customer donates their in-kind services, it will be counted as income if: They provide the donated services regularly for a period of time The donated services are a necessary service

VA Aid and Attendance

Third party payments

Important Note:

A third party payment is money diverted to a vendor or individual to pay for household expenses.

Important Note:

Workforce Investment Act (WIA), or WIOA addresses the employment and training needs of dislocated workers, low-income youth and adults. This income is exempt for Food Assistance, but not for Colorado Works.




Someone would have to be hired to perform the service if the customer did not provide it

If it is in-kind earned income, the $90 disregard will apply

Activity: Counted or Exempt?

Instruct participants to work individually or with the person next to them to select the correct answer (counted or exempt) for the types of income listed in their Participant’s Guide. Discuss the answers once most participants have completed the activity.

Counted or Exempt:

Wages, salaries, and commissions Counted or Exempt

Supplemental Security Income (SSI) Counted or Exempt

Earned Income Tax Credit (EITC) Counted or Exempt

Income of minor parent not in school Counted or Exempt

Self-employment Counted or Exempt

Loan with repayment agreement Counted or Exempt

Child support income (over the need standard) Counted or Exempt

Unemployment Insurance Benefit (UIB) Counted or Exempt

Educational grants or scholarships Counted or Exempt

In-kind income Counted or Exempt

Workforce Investment Act (WIA) on the job Counted or Exempt

Child support income (under the need standard) Counted or Exempt

Workforce Investment Act (WIA) training Counted or Exempt

Refugee resettlement Income (CRSP) Counted or Exempt

Income of excluded member Counted or Exempt

Low-income Energy Assistance Program (LEAP) Counted or Exempt

Gifts or prizes Counted or Exempt

Temporary Income accompanied by an Individualized

Plan/Roadmap(less than 90 days) Counted or Exempt

Net income of a non-citizen’s sponsor Counted or Exempt

Temporary Income (more than 90 days) Counted or Exempt

Subsidized employment Counted or Exempt

5 min




Activity: Timely and Accurate - Income Practice Part I

As a group, walk through the below income scenario’s. Ask participants to complete their scenario information as you go.

Optional: Explain to participants just like with eligibility, you are looking for speed and accuracy. Give the participant who completes their scenario the fastest 3 points. Give each correct answer 2 points.

Optional: The winning participant gets a prize.

Optional: Ask them to complete the answers for their scenario. They may not know what this is or what they are doing because wrap-up pages will be discussed later in the training. However, this will increase their familiarity and comfort with reading and understanding wrap-up when we discuss that topic.

Grant Calculation Group Scenario 1

Elmira and her husband Fred have two children, Max and Emma. Elmira works at Thrifty Magic Town. She makes $85.00 weekly. Fred receives $308 in unemployment benefits monthly. Their rent is $500 per month. Max and Emma do not receive any income.

Total countable earned income: $85.00 x 4.3 = $365.50 Total countable unearned income: $308.00 x 1 = $308.00 Exempt income: None Income counted for need standard: $365.50 - $90 = $275.50 + $308.00 = $583.50 Eligibility based on need standard: Ineligible ($583.50 > $533.00) Income counted for grant standard: N/A Eligibility based on grant standard: Ineligible Grant amount: $0.00

Grant Calculation Group Scenario 2

Bob is a single parent of his son Matthew. Matthew currently receives $150 in child support month from his mom Rose. Bob is currently unemployed and is receiving $200 monthly UIB.

Total countable earned income: None Total countable unearned income: $350.00 Exempt income: None Income counted for need standard: $350.00 Eligibility based on need standard: Ineligible ($350.00 > $331.00) Income counted for grant standard: N/A Eligibility based on grant standard: Ineligible, the HH only has unearned income

therefore no disregards are allowed.

30 min

Facilitator Note:

In CBMS, the grant will come out at as $413.00, which is fine. CBMS uses the cents in the grant standard, but cents are not used in the Need Standards Chart and this is why there is a slight difference in the manual calculation.




Grant amount: $0.00

Grant Calculation Group Scenario 3 Hannah a single mother of two daughters, Eve and Lily applied for CW. She receives $100 a month in child support and works part-time earning $400 a month.

Total countable earned income: $400.00 -$90.00 = $310.00 Total countable unearned income: $100 Exempt income: None Income counted for need standard: $310.00 + $100.00 = $410 Eligibility based on need standard: Eligible ($410 < $421.00) Income counted for grant standard: $400 x .67% = $268.00. $400.00 - $268.00 =

$132.00. The customer is under the need standard the $100 child support will not be used when determining the cash benefit amount.

Eligibility based on grant standard: Eligible Grant amount: $508.00 - $132.00 = $376.00

Gwyneth’s Grant Calculation Group Scenario 4 Calculate Gwyneth’s grant amount; explain to the participants they should always anticipate what the end results should be, not the exact grant amount, but at least an idea of what Wrap Up will display. It is suggested that the first person with the correct grant amount will present the answer to the class, and walk everyone thru the correct calculation process.

Optional: Winner gets a prize!

Total countable earned income: $100.00 monthly from the diner, $50.00 babysitting Total countable unearned income: None Exempt income: Loan from her father, $25.00 Income counted for need standard: $150.00 - $90 = $60.00 Eligibility based on need standard: Eligible ($60.00 < $421) Income counted for grant standard: $150.00 x .67 = $100.50 $150.00 - $100.50 = $49.50 Grant calculation: $508.00 -$49.50 = $458.50 drop the cents, the grant will be

$458.00




Income Practice Part II

Divide participants into groups and provide each with an income scenario. Ask them to complete the following scenario’s Colorado Work’s eligibility. Once completed, the class will review the results as a group.

Scenarios:

Scenario 1

Gilda and Julian are proud parents of their six month old baby girl named Lola. Julian applied on November 1st for himself and his family, Julian included his oldest child Leon who is four and comes to stay with them every other weekend. Gilda is not currently employed. Julian earns about $150.00 every two weeks. Julian states that next month he is only expecting one check of 75.00 because business slows down this time of year, he provides an employer letter that confirms this decrease in income. Next month, his father in law will give them $200.00 a month until business picks up. The father in law stated this is a gift via collateral contact.

First Month

Total countable earned income: $150.00 x 2.15= $322.50 Total countable unearned income: None Exempt income: None Income counted for need standard: $322.50 - $90 = $232.50 Eligibility based on need standard: Eligible ($232.50 < $533.00) Income counted for grant standard: $322.50 x .67 = $216.08 $322.50 - $216.08 = $106.42 Eligibility based on grant standard: Eligible Grant calculation: $645.00 - $106.42 =$538.00

Second Month

Total countable earned income: $75.00 Total countable unearned income: $200.00

Income counted for need standard: $75.00 x.67 = $50.25 ($75 -

$50.25 = $24.75) $24.75 + $200.00=$224.75 Eligibility based on need standard: Eligible ($224.75 < $533.00) Income counted for grant standard: $75.00 x .67 = $24.75 +

$200.00 = $224.75 Eligibility based on grant standard: Eligible Grant calculation: $645.00 - $224.75 = $420.00

Exempt income: None

Important Note:

Short-term employment is used to exempt income that is less than 90 days and is accompanied with an Individualized Plan/Roadmap.




Scenario 2:

Milia and Emmett are married and they have three children in common. Emmett applied on May 1st. Milia is the only one working and is undocumented. She is a waitress at the local restaurant and is earning $300.00 per month plus tips. Their eligibility worker made a collateral contact to Milia’s boss and found her tips average $200.00 per month.

Total countable earned income: $300.00 + $200.00 = $500.00 Total countable unearned income: None Exempt income: None Income counted for need standard: $500.00 - $90.00 = $410.00 Eligibility based on need standard: Eligible ($410.00 < $510.00) Income counted for grant standard: $500.00 x .67 = $335.00. $500.00 - $335.00 = $165.00 Although Milia is undocumented her income will be counted in the household and we will

use a grant amount of 1 Specified Caretaker and 3 children Eligibility based on grant standard: Eligible Grant calculation: $617.00 - $165.00 = $452.00

Scenario 3:

Greg is the father of Nina and Alex, he applied for CW on March 1st. He gets $200 in child support from their mother. He also started a new job on March 1st and will be paid weekly. His first check will not be until March 11th, which is a Friday. Through a collateral contact, the employer confirms that Greg will be paid $80.00 gross weekly. Based on the information received Greg will receive 3 paychecks the first month and four paychecks in the second month, calculate Greg’s grant amount.

First Month

Total countable earned income: $80.00 x 3 = $240.00 Earned income counted for need standard: $240.00 - $90.00 = $150.00 Unearned income counted for need standard: $200.00 Combined total income: $150.00 + $200.00 = $350.00 Eligibility based on need standard: Eligible ($350.00 < $421.00) Exempt income: $200.00 – the HH is under the need standard of $421.00 the child support

payment will now be excluded Income counted for grant standard: $240.00 × .67 = $160.80 will be disregarded from the

earned income, $240.00 - $160.80 = $79.20 will be counted when calculating the grant Eligibility based on grant standard: Eligible Grant calculation: $508.00 - $79.20 = $428.00

Second Month

Total countable earned income: $80.00 x 4.3 = $344.00 Earned income counted for need standard: $344.00 - $90.00 = $254.00 Unearned income counted for need standard: $200.00 Combined total income: $254.00 + $200.00 = $454.00 Eligibility based on need standard: Ineligible: $254.00 + $200.00 = $454.00 > $421.00 Grant calculation: $0.00




Scenario 4:

Danny has two children Glory and Aaron. Glory is not in school and is 17 years old. She has decided that working is a lot better than high school because she earns her own money. She is earning $300.00 a month and is the only one in the home who is working. Aaron is receiving $25.00 a month in child support. The family receives LEAP of $66. Danny applies for CW on February 1st. Refer 17 year old child to work program and try to assist in getting them in school we cannot deny immediately.

Total countable earned income: $300.00 Total countable unearned income: $25.00 (Child Support) Exempt income: $66.00 in LEAP Income counted for need standard: $300.00 - $90.00 = $210.00 + $25.00 = $235.00 Eligibility based on need standard: Eligible ($235.00 < $421.00) Income counted for grant standard: $300.00 x .67 = $201.00. $300.00 - $201.00 = $99.00

(HH is below the NS, CS of $25 is exempt) Eligibility based on grant standard: Eligible Grant calculation: $508.00 - $99.00 = $409.00

Scenario 5:

Jeremy lives with his girlfriend Miranda and she has three children; none of them are Jeremy’s. Miranda applies for CW on February 1st and declares that she is working and earning 300.00 twice per month. She does not receive any financial assistance from the children’s father.

Total countable earned income: $300.00 x 2 = $600.00 Total countable unearned income: None Exempt income: None Income counted for need standard: $600.00 - $90.00 = $510.00 Eligibility based on need standard: Ineligible ($510.00 = $510.00) Income counted for grant standard: N/A Eligibility based on grant standard: Ineligible Grant amount: $0.00

Scenario 6:

Grandpa Jones applied as the specified caretaker of his grandson Steven, who is seven years old and is requesting assistance. Grandpa Jones stated that he was recently laid off and denied unemployment. At this point he does not know what to do other than continue doing some side work for his friend, who pays him $25.00 a week to clean-up the yard. Steven is on SSI, and receives $247.00 per month.

Total countable earned income: $25.00 x 4.3 = $107.50 Total countable unearned income: None Exempt income: $247.00 (SSI) Income counted for need standard: $107.50 - $90 = $17.50 Eligibility based on need standard: Eligible ($17.50 < $253.00) Income counted for grant standard: $107.50 x .67 = $72.03. $107.50 - $72.03 = $35.47 Eligibility based on grant standard: Eligible Grant calculation: $306.00 - $35.47 = $270.00




Activity: Revisiting your family!

Facilitator, ask participants to revisit their family. They will now discuss what their families grant amount looks like. Each group will present their answer in the large group discussion.

Let’s Practice! Financial Eligibility Data Entry

Instruct the participants to log back into TRN and access their case. Using the Member Card or II Queue, they can update income for our scenario.

Income Summary- Refer to Process Manual “Entering Earned Income” The Income Summary page is used to enter and review all earned and unearned income information into CBMS. These pages are looked at by all program areas and will meet certain eligibility requirements based on your data entry. The Income Summary page is composed of seven different page categories that will capture a household’s financial circumstances. The best practice is to always enter all income information for all household members based off the verification provided. For guidance on data entry, consult OLH IN THE CBMS TOOLBAR.

Case Scenario Details/Page Tips:

• Diner Income

• Select HOH from dropdown menu

• Effective Begin Date: Our Application Date

• Self Employed: “No”

• Employment Begin Date: 2 months prior to application date

• If CBMS registers that employment began in the same month of application, it will count the actual income received for the month of application.

15 min

40 min

Facilitator Note:

Remind participants to always do what is in the best interest of the AU and is supported in rule. The grant is always rounded down to the nearest dollar.

Facilitator Note:

DOLE interface appears in the Employment History, Earned Income, and Income Received pages. This interface does not affect the Colorado Works program.

https://traincolorado.com/download/process_manuals_2/Entering-New-Earned-Income_Salesforce.pdf




• If the date the employment began is unknown, the first day of the month of the oldest check received should be used.

• Employer Name –The Diner • This field should not be entered in ALL CAPS. When the CDLE interface

updates this page it is done in ALL CAPS, and those records should be clearly differentiated. Best practice is to check every employer record every time.

• Some employers may have a Doing Business As (DBA) name that is different from the name of the company. For example: McDonald’s may interface as ABC Holdings. Make sure to check the records thoroughly to ensure an accurate account of all employers and income.

• Employment Type - ‘Permanent (Over 90 days)’.

• Monthly Amount Earned - This field is used by Employment First to determine the enhanced funding the program will receive. When entering information into this field, use the Income Frequency Calculations Desk Aid to determine the monthly amount earned based on the frequency with which the customer is paid.

• Enter the converted amount, not the amount that is reported on the application. Scenario = $100/mo

• Estimated Average Hrs/Week – 4 Hrs/week • This field is used by Employment First to determine the enhanced

funding the program will receive. This field is also used to determine if a student is considered eligible for FA as well.

• Date Reported – Application date. • Address Information - All of the fields within this section are informational only and are not used by any HLPG for determination of eligibility. However, if the customer reports this information, the data entry should mirror what has been reported on the application.

Once your data entry is complete, SAVE and then Click on the same employer record to highlight the row. This will enable the Earned Income Summary Details. Click the plus (+) sign to add the details

• Income Type – Wages, Salaries and Tips • Frequency – Monthly • Date Reported – Application Date

Once your data entry is complete, SAVE, then Click Paycheck Summary Related List. Click the plus (+) sign to add the details

Date Received – Date in application month Total # of Hours Worked - 16 Gross Amount - $100 Paycheck Type – Representative.

• Representative –Default- the regular anticipated amount of income that the customer expects to receive

• Not Representative –irregular income and not the amount that is regularly




received (e.g. overtime, worked fewer hours due to illness, vacation, etc.) Verification/Source- Employer Statement

• Use the applicable information from the drop-down menus Date Reported/Date Verified- Application date for both fields.

• Date Reported is enabled and used to record the date that a change was reported or became known to the agency.

• Date Verified is the date the reported information was verified Click SAVE when done.

Select Self Employed Income Employment Details to add our applicant’s Babysitting income

• Self Employed Y • Begin Date (2 months prior to application • Employer name = Gwyneth Babysitting • Permanent • $50.00/mo • 5 hours/week

Complete Self Employment Details • Sole Proprietor • Monthly • Actual Expenses • Ledgers

Complete Paycheck Summary Related List • 20 hours • $50.00 • Representative • Self Employment Ledger

Once complete, SAVE Unearned Income Row to complete information regarding customer’s loan income:

Select Unearned Income to add our applicant’s Loan income • Type: Loan with Repayment Agreement • Monthly • Source- Relative • Collateral Contact

Complete Income Received Related List • $25.00 • Lump Sum No • Collateral Contact

Students Dependent children must be in school, home school, pursuing a GED, or attending online courses to obtain a high school diploma. They are considered students during vacation period, absences because of illness, or family emergencies.

Earned income of dependent children who are not in school is considered countable income and will be counted against the BCA

Earned income disregards are applied if their income is countable Students enrolled in secondary school, home school or the equivalent of vocational or

technical training are considered eligible for the program through the month of completion prior to the month of their 19th birthday.




o Individual Time Limit Clock

When a CW Applicant has received TANF in another state, the number of months used must be verified and the Individual Time Limit Clock page in CBMS must be completed for each adult that has used TANF months.

o Facilitator: Navigate to this page in CBMS and review data entry with participants Begin Date: Beginning of the first month of TANF, End Date = the last day of the last month of TANF Clock Type will most often be Federal Status : Ticking SAVE

Each month will be listed separately in the summary




Let’s Practice! Student Details

Eligibility Workers will complete this page for all CW customers who are 6 years old and older. Customers who are between 16-18 years of age must verify their school type.

Refer to the application to complete the data entry on the Student Detail page for all appropriate household members.

Refer to the Student Detail Data Entry for Colorado Works Desk Aid. Student Detail

There are four required fields, on the Student Detail page, for adult customers and children between 6 – 15 years old. However, dependents between 16 – 19 years old require the entire page be dated entered.

Child Support Services (CSS) Overview

Goal and Objectives Goal: Participants will summarize how Child Support Services (CSS) serve CW families

Objectives:

Recognize the services provided by CSS Identify the pages in CBMS associated with CSS Discuss Good Cause policy for not participating with CSS Child Support Services Overview

Describe to the participants they should always discuss the benefits of CSS with the customer.

Child Support puts children first by helping both parents assume responsibility for the economic and social well-being, health, and stability of their children.

Participation with CSS is required in most cases where there is an absent parent. When customers sign their application, they authorize the county to pursue child support from absent parents and demonstrate initial cooperation.

A child support case must be established for each non-custodial parent unless the county finds good cause for the customer to not cooperate with CSS.

Families in which both parents of the child(ren) in the HH reside in the home are not required to participate.

When the county finds good cause, the customer is not required to participate.

15 min




Child Support Good Cause 3.604.1.C.2 Good cause allows for exemption of pursuit of child support

Physical or emotional harm to child, parent, or

caregiver Pregnancy or birth of child due to rape or incest Legal adoption

Applicants are considered to have cooperated with CSS when they provide information regarding the absent parent during the initial interview. When the information is entered in CBMS and the CW application is approved, the referral is automatically sent to CSS. No referral will be sent if the Good Cause is updated to reflect either Yes or Pending. No referral will be sent for an excluded child, including a 1/2 siblings receiving CS. If the Good Cause Status is Denied a referral will be triggered.

Data Entry- Refer to the Child Support Referral Desk Aid.

due to:

Facilitator Note:

Remind participants about Gwyneth and the choices available to her. The Eligibility Worker determines good cause in the interview. Non- Disclosure of Information (NDI) will be reviewed and carried out by Child Support Services. Additionally, check your county processes regarding NDI and good cause.

Important Note:

A child support case must be established for each noncustodial parent unless good cause is established.





Facilitator, bring the participants into the present. Ask them to complete one of the three sentences from a personal statement and then complete one of these statements using something they learned from this training. Ask them to share in the larger group one or both of their completed statements.

1) There is nothing I enjoy more than… 2) I love it when… 3) I think I have the best…

Activity: Review Timeliness and Accuracy!

Have participants join their group from the timely and accurate activity. They should then review information from their scenarios and report out to the group.

Once participants are back in their seats have them revisit Gwyneth’s grant amount. They should use information not only from the application but from the interview. It is recommended that the first one who completes this accurately will be able present their calculation to the class and/or receive a prize.

Earned income from the diner: $100.00

Self-employment from babysitting: $50.00

Unearned loan with repayment money from Ray: $25.00

Total countable earned income: $150.00 Total countable unearned income: $0.00 Exempt income: Loan with repayment Income counted for need standard: $150.00 - $90 = $60.00 Eligibility based on need standard: Ineligible ($60.00 < $421.00) Income counted for grant standard: $150.00 – 67% = $100.50. $150.00 - $100.50 =$49.50 Eligibility based on grant standard: Eligible Grant amount: $508.00 - $49.50 - $458.00

15

min

30 min




Activity: Use your skills!

Case Wrap Up Signatures

1) Signed Statement of Facts: Select the radio button as a “Yes”. Date should be the date of stamp of the application.

2) Signed Rights and Responsibilities: Select the radio button as a “Yes”. Date should be the date stamp of the application was signed.

Case Wrap Up

1) Case Wrap Up Summary: This area allows a user to indicate whether data entry is

complete for each Program Group. In this scenario, highlight the Colorado Works row. 2) Data Entry Complete: Select radio button “Yes,” only when data entry is complete for

the program. Select “Yes.”

Eligibility Determination Benefits Calculation (EDBC)

Eligibility Determination Benefits Calculation (EDBC) icon: EDBC must be run any time data entry is completed and/or a change is made to the case. Select the EDBC icon at the top right of the page.

45 min




Run EDBC

1) Earliest EDBC Begin Month: Verify the run month is the correct month being used for eligibility determination.

2) Cash Run Date: For a new application, this field will populate with the Date of Application. For an ongoing case, the oldest EBD entered, in II with the current updates, will populate. Then the Cash Run Date will be the same as the oldest EBD of the updated page.

3) Run EDBC: Select to run eligibility determination.




Important Note:

A Verification Checklist (VCL) is

when specific program verification has not been verified. County departments must allow customers time to provide missing verifications.

Best practice is to print and give VCL to customer if they are present for interview.

Capture Discrepancy Information

This appears when data entry was changed and there are active programs on the case. If this appears, then walk participants through and review.

Summary - Lists programs where information was changed that resulted in a potential discrepancy.

CW Discrepancy Details - Displays the pages where information was updated and which may affect CW eligibility. Select and review the pages that appear.

Display CW Discrepancy Details

Summary - Lists pages where information was changed that resulted in a potential discrepancy. It will also show whether the information was timely reported and timely processed. It will also show whether there are errors, and if so, where claims may need to be established.

Go To - Takes you to the listed pages.

Instruct participants to close page by selecting “X” in the top right corner. They will also need to select the “X” in the Capture Discrepancy Information. Remind participants using the “X” will be helpful to them in the future.

Once EDBC Runs, a new set of pages will appear

Eligibility Summary

1) Case #: Eligibility worker should always check to ensure the correct case is displayed 2) From Date: This is the month of application 3) To Date: Users should enter a month or two past the month of

application. If the application is dated after the 15th of the generated via CBMS month, enter the third month, from the date of the application.

4) Load: Select the Load button to review the results for all programs on the case.

5) Summary: The Summary table displays the Program Group, Payment Month, Eligibility Status, APTC Status, Benefit Amount, Adverse Action, Actual Current Benefits Amount, and Household Size fields. Eligibility workers must review all of the details to ensure accurate results – which should match their anticipated results. If the results are different, users can select the Reason button and/or the Individual Details at the bottom of the page to learn more.

6) Household Size: Review the details, for each program, to ensure the correct size is reflected. The number of individuals included in the cash grant. NOTE: Scroll to the right to review the Eligibility Begin Date and Application Date details




7) Verification Checklist Summary (VCL) Related List If a case is pending and a request for additional information is needed, the details will be listed here. Additional notes concerning what verification is needed can be added in the User Notes, below.

8) Go To: If the details lists in the Verification Checklist Summary are listed in error, workers can select the Go To button. CBMS will go back directly to the page within the Interactive Interview (II) where the data entry can be reviewed and/or updated if necessary. If changes are made, users must re-run EDBC.

9) Reason: Selecting this button, when a case/program is unexpectedly pending or denied may assist in troubleshooting.

10) Individual Details: Selecting this button, when a case/program is unexpectedly pending or denied may assist in troubleshooting.

11) Initiate Wrap-Up: When the results on the Eligibility Summary are accurate, selecting this button will initiate the Wrap-Up queue

Walk through trouble shooting with the participants. These are useful skills when workers are back in their counties and are doing some of their own troubleshooting. If the case is pending or is not passing correctly, workers should research to see what happened.




Initiate Wrap Up

1) Display - This will always default to “All” so the user may review the entire Wrap-Up page queue.

2) Screen Name - Pages in the queue. It is automated, so there is no need to select them. 3) Start Queue- Review Wrap Up. Review the pages in the queue for accurate eligibility

determination.

Display Individual Eligibility Summary

Individual Eligibility will be separated by HLPG- each program will show the individual results for that progam

1) Individual - Individuals listed on the case. 2) Participation Status - Shows specifics for each individual. If the information does not

appear, select the “Reason” button. 3) Eligibility Result - Result specific to the individual. 4) Begin Date - Date the status began for that individual. 5) Program/Category of Assistance

6) Reason –If the result was not what was expected, Highlight the individual 7) Reason Related List will appear




Break

Display Non-Financial Eligibility

1) Payment Month - Notice the drop-down menu. Always look at the initial month for which you are determining eligibility and the month following to ensure that you are determining the correct eligibility.

2) Program Tabs - Every program has its own tabs and you must review eligibility for every tab.

3) Summary - CW looks to see whether each individual listed in the CW AU has passed the CW Non-Financial Eligibility criteria for the selected “Payment Month.”

4) Reason –If the result was not what was expected, highlight the individual to open the Related Lists. 5) Time Clock – Accessible different places within CBMS; this button displays the number of

TANF months used.

10 min




Colorado Works Financial Eligibility

1) Payment Month- Notice the drop-down menu. Always look at the initial month for which you are determining eligibility and the month following to ensure accuracy.

2) Basic Cash Assistance (BCA)-Maximum amount of BCA the AU can receive based on the number of eligible members. Complete this based on the case-study.

3) Gross Earned Income (before taxes)-HH Total amount of gross earned income. 4) Earned Income Disregards (67%)-Earned income not used in calculating the BCA grant. 5) Net Income-Total income counted when calculating the BCA grant, this includes all

income types. 6) Net Earned Income-Amount of earned income that will be counted toward the BCA grant

after allowable deductions. 7) Unearned Income-Income received which is not earned income. There are no disregards

for unearned income. Therefore, it is counted in calculating grant amount. 8) Deemed Income- Income calculated in the grant amount. People who must be included:

stepparent, parent of a minor parent who is not married, or sponsor. 9) Pregnancy Allowance- If a member of the AU is pregnant there will be a $10.00

supplement. 10) Special Needs/Other Payments-This is the additional assistance payment HH may receive. 11) Gross Grant Amount-Maximum amount of BCA the AU may receive after all countable




income has been calculated. 12) Net Income Standard- Income guideline used in determining eligibility. 13) Test Result-Will show whether the household passed the Net Income guideline. 14) Ratable Reduction-Grant proration for initial month.

15) Household Members Included-Number of individuals in AU. Complete this based on the case-study.

16) Household Members Excluded-Number of Individuals not included in the grant. 17) Child Support 6 Month Average-This field will only populate at RRR if the AU has received

six consecutive months of CS payments. The average of those six months will be reflected here.

18) Sanction Amount- Dollar amount that AU’s grant has been reduced For example: If the grant was $300, and they were sanctioned $50. $50 is what will show.

19) Recoupment Amount- Current or past validated claims. 20) Benefit Amount- Basic Cash Assistance field minus the Net income field after sanctions

and recoupments. This is BCA amount that the AU will receive. 21) Paid as Adult – The number of member in the AU who are being paid as an adult. 22) Paid as Child - The number of member in the AU who are being paid as children.

23) County Diversion Eligibility Results-If AU is eligible for County Diversion, results will be

displayed here and will be covered in more depth via a WBT.

24) Diversion and BCA Lump Sum- If AU is eligible for State Diversion, results will be displayed here and will be covered in more depth via a WBT.




Display Food Stamp-Financial Eligibility

This wrap-up page will not be discussed in this training since it is related to Food Assistance. This is covered in Expanding Foundations Food Assistance training.

Medical Financial Eligibility Program List

This wrap-up page will not be discussed in this training since it is related to Medical Assistance. This is covered in Expanding Foundations Medical Assistance training.

Display Work Program Exemptions Results

1) Name-Select an individual to read the results. 2) Summary-Exemption or non-exemption to the WFD. In our example there should be an

exemption from Employment First because CW is active. CBMS shows a referral to Workforce.

3) Save. Move forward in queue.

Work Program Appointment This wrap-up page will open the Appointment letter for mandatory Workforce or EF members. Follow your county/site processes for creating these appointment letters




Authorize Eligibility Program Benefit

10 min




1) Programs to be Authorized-User should authorize all programs on the case. If the user

does not select all programs, exceptions to the case may cause future discrepancies in the case.

2) Summary- The amount of BCA grant the AU will receive will be displayed. You may see a partial payment for the initial month of benefits and a full benefit on subsequent months on this display. The household will receive the full BCA grant amount in the following month if eligible. Authorization can only occur on a PASS or DENIED Eligibility Status. Always review wrap up thoroughly before authorizing benefits.

3) Authorize-Select this button after selecting all programs to be authorized.

NOTE: Student Detail: If the highest grade level completed, for each person in the AU - ages 6 and older, an error message indicating the highest grade completed on the Student Detail page has not been completed. Users can quickly navigate back to the Student Detail page by selecting the Student Detail button at the bottom left of the page. Remind participants, if any data is updated/changed in II, EDBC must be re-run.

Documentation 3.604.1

Expanding Foundations Colorado Works Documentation is a comprehensive summary of action taken, data entered and/or changes made to a case in CBMS, based on factual information. Case comments are required every time there is an interaction with a customer, household member, and/or outside agency. Case comments should tell a story! Another worker or county should be able to pick up where you left off.

As an example if a customer calls to state they started or ended a job. If the Coach or Case Manager called to tell you that the customer no longer has custody of their child.

Always be factual. Case comments can be pulled for court actions Use your county template Case comments can be either user generated or system generated. Example of system

generated case comments include: when a case is rescinded, benefits are authorized, when IEVS are cleared, or when an interface occurs

Helps with reducing errors and site reviews

Introduce the case comment template. It is optional to save the case comment on the desktop or have them following along with a hard copy. Have participants write case comments based on Gwyneth’s application and interview. Participants should swap their comments with a partner and provide feedback to one another. As a larger group have a short-discussion.

Activity: Tell the Story!

15 min




SUGGESTED DOCUMENTATION ADDITIONAL COMMENTS:

APPROVED/DENIED/PENDING:

APP/RRR/CHANGE DATE:

PEAK TRACKING #:

PROGRAMS APPLIED:

PRIOR AID/TIME CLOCK:

RETRO MED REQD:

INTERVIEW DATE:

HH COMP:

TAX FILER QUESTIONS ANSWERED:

ID/DRA/LAWFUL PRESENCE:

SAVE/SPONSOR:

EARNED INCOME:

UNEARNED INCOME:

RESOURCES:

SHELTER EXPENSE:

UTILITY EXPENSE:

OTHER EXPENSES:

EXPENSES EXCEED INCOME(FA/AF):

STUDENT STATUS:

EF MAND/EXEMPT:

IM-14 (AND):

MED-9 (AND):

DISABILITY/ SSI PENDING:

OTHER INSURANCE/MS10:

ABSENT PARENT:

DV:

RIGHTS & RESP REVIEWED:




PARIS:

IEVS:

SVES/SDX/BENDEX:

NHR:

DRS/IPV:

DOLE:

DMV:

ASSESSOR(ADULTS):

FELON:

Maintain Case Comments

1) Case # - Always ensure when completing a case comment the correct case number is displayed in this area. All case numbers are unique to the applicant and will generally follow that applicant for the life of the case.

2) Add – Select the add button to create a new case comment. 3) Type-Enter as “General” for our purposes you will see that there are several options in

the drop-down. In most circumstances general will be used unless directed differently in your county.

4) Program Group- Select the appropriate program from this drop-down list. For Colorado Works cases, select “Colorado Works”. When Coaches/Case Managers add a case comment they select “Workforce Development”. Workers should read case comments from both programs when working with the customer

5) Individual- HoH or individual with whom you conducted the interview. In this example we are using the mother. There may be instances when you will select another individual.

6) Enter Comment-This is where you will copy and paste the case comment template. Always ensure the case comment template is saved as a blank template and do not save with personal case information.

Save. Move forward in the queue.




Search/View Client Correspondence in the Print Queue

Client Correspondence can be accessed through the post-Authorization queue or by selecting the Follow Up Activities tab on the main CBMS home page

1) Summary-Based on the eligibility determination, CBMS automatically generates and mails notices to the customer. In this example the eligibility worker has generated a notice named Simplified Change Report Form. This is the form the customer completes if they have changes in circumstances such as income, household composition, or residency.

2) Review client correspondence for accuracy.

Move forward in the queue.

View RRR Detail Listing

Facilitator, point out the importance of reviewing the dates to ensure the RRR date is correct.

Lunch

Payment Types Goal and Objectives Goal: Participants will describe the payment types used to assist customers in the Colorado Works program.

60 min




Objectives:

Describe the formula for calculating partial month BCA grants Recall the pregnancy allowance payments Explain diversion rules Discuss the Colorado Works Eligibility results page and relate it back to the activity you completed during the financial eligibility section. You can point out the diversion sections of Wrap-Up, but don’t engage in an in depth discussion here.

Basic Cash Assistance (BCA) 3.606.2 Instruct participants to refer back to the terms and acronyms documents and review the definitions for BCA and diversions.

BCA is a recurrent cash payment designed to meet the ongoing financial needs of customers for a period of 60 months (Note: some customers may receive extensions under certain circumstances). In addition to a cash payment, an eligible assistance unit (AU) may also receive cash assistance in the form of a cash-equivalent payment, voucher, or other form of cash benefit designed to meet the basic ongoing needs of the persons in the assistance unit.

Partial Month Payments 3.606.2.H

Facilitator, have participants revisit Volume 3 to locate information on how to calculate partial payments. The first one who is done should then read aloud were they located this and what it says. A prize can be given at this time. Facilitator should then discuss what this meant and provide an example by using Gwyneth’s application date, which is the first of the month. Now, what if Gwyneth applied on the 5th of the month and what formula would be used?

CW prorates the initial month's benefit amount, based on application date.

If the AU is ineligible in the month of application, but becomes eligible during the 30 day application cycle, the initial payment will calculate from the date the AU became eligible.

CBMS automatically calculates the partial payment.

30 min

Important Note:

Discuss the importance of the worker helping the customer make informed decisions regarding partial

payment. Do not talk them out of applying. However customer’s

need to be informed if they receive BCA for

only one day or for an entire month, their TANF time clock ticks for the




Important Note:

The $10 pregnancy allowance is intended to provide prenatal supplements for the expectant mom.

The HH will receive full month’s payments for all following months as long as the HH remains eligible.

Example: Household of one adult and two children apply on the 5th of this month and HH is determined eligible as of the date of application. A full grant amount is $508.00; the prorated amount is $387.00. If the HH is eligible May 1st,then the HH will receive the full grant amount of $508.00.

Pregnancy Allowance Upon verification of pregnancy, pregnant women are

eligible for BCA plus $10.00 for the pregnancy. If the AU is ineligible in the month of application, but

becomes eligible during the 30 day application cycle, the initial payment will calculate from the date the AU became eligible.

CBMS automatically calculates the partial payment. All following months will be a full month payment, if HH remains eligible.

Diversions 3.601.C Diversions are lump sum payments made to address a crisis situation, or a limited episode of need, or to maintain employment. Review the Diversions Desk Aid.

Diversion is not designed for an individual’s ongoing need. A diversion payment may not extend beyond 4 months. In

the 4th month of the diversion the TANF clock will start ticking back to the start of the diversion.

A new application is not needed for ongoing cases

requesting a diversion. All customers who receive a diversion must have an

Individualized Plan/Roadmap. Customers may not receive a diversion and BCA in the same

month. Each county has a diversion policy. But there is an overall diversion process.

Steps:

1) Customer basic needs assessment is completed 2) Customer and worker agree a Diversion is in the household’s best interest 3) Diversion is presented to approving authority (some counties require approval from

committees, supervisor, or director for approval) 4) Customer signs Diversion Individualized Plan/Roadmap & funds are placed on the

customer’s EBT card, or a vendor payment is made

County Diversions

Each county designs their own diversion plan with specific criteria, periods of ineligibility, and number of diversions available in a lifetime.

Important Note:

Diversions are meant to help out in a crisis. They are not meant to be used instead of BCA. Check your county policy to learn about your county’s diversion policy.




To receive County Diversion, applicant cannot be eligible for BCA.

State Diversions

State Diversions are available for HHs who are eligible for BCA. Customers must be eligible for CW in one of the two months covered by the application.

Supportive Services

A payment and/or service based on an assessed need. The focus of supportive services is to stabilize the family by supporting their ability to work. County policy sets time and funding limits for supportive services.

An example of supportive services as a County may pay for bus pass, gas vouchers, or money for a child only case that needs new bedding.

Activity: Revisit your Family!

Participants should regroup and revisit their family. Based on the information they learned about BCA, diversions, and supportive services they should discuss if BCA or diversion would be more appropriate for their family. They should also discuss what supportive services could be provided to the family; remind them they should be looking at the family holistically.

What’s next? Colorado Works Intersects

Goal and Objectives Goal: Identify the collaboration within the program between Colorado Works Eligibility and Coach/Case Manager who make the program a success

Objectives Recognize intersects in the program Identify the importance of an Individualized Plan/Roadmap Three benefits of collaborating with the CW Coach/Case Manager

Where does the intersection begin? There is a post-requisite WBT, Collaborating for Success: Colorado Works Intersections, which must be completed before the CW Eligibility Worker is allowed to take the course assessment.

10 min

25 min


Release Date: March 2019

Note:

For additional details concerning IPVs, review 3.609.1.F

Another course recommended, but not required, for Eligibility Workers is Managing the Work Component of the Work Programs.

Remind the participants of both pillars of the program make the program and more importantly the customer’s a success!

Eligibility is the pillar and is not only the entry into the program but provides the customer stability

Coaching or Case Manager is the pillar that provides other services which lead to long term economic security

In many counties, eligibility determination is separated from Coaching/Case Management. These duties are performed by two separate people with distinctively different tasks. Colorado Works supports families in two ways: immediate cash assistance for the HH, and the opportunity to engage in services promoting long-term stability and independence.

Work Eligible Individuals 3.608.1 There are many benefits the customer experiences while they work with a CW Coach/Case Manager. After completing the eligibility process, the eligibility worker will refer the case to Workforce Development (WFD). The referral is an automated process that occurs after running EDBC. Refer to your county process for the steps of notifying a CW customer of their scheduled appointment with WFD. The automation of this referral allows the customer to receive BCA, and supports them in meeting their needs if all other eligibility criteria have been meet. Remember, each County has their own process of referring customers over to the WFD.

Individuals referred to WFD:

Adult or minor parent HoH receiving assistance – regardless of age 16 years or older and not attending High School or in a GED program

(Anyone under 18 who has graduated early may be a voluntary referral to WFD)

A specified caretaker who is included in the grant Disqualified due to Intentional Program Violation (IPV) Drug Felon Fugitive / Fleeing Felon Individuals whom are missing individual level verification(s)

The following individuals are excluded from participating with WFD:

Undocumented Receiving SSI benefits Have not completed a drug/alcohol treatment plan Step parent who do not have a child in common

There are specific situations where individuals are exempt for participating with Workforce Development:

Domestic violence waiver Single parents with a child under age six for whom childcare is


Important Note:

Coaches /Case Managers work with customers to participate in work activities leading to employment that will provide economic security for the HH upon leaving the CW.

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Release Date: March 2019 Page 109 of 117

unavailable Specified Caretakers not requesting assistance for themselves Parents who are not a part of the Assistance Unit (AU)

Assessment-3.607.1 CW customers are referred to WFD if they are deemed work eligible. After the Eligibility Worker assesses the family’s basic needs, CBMS auto populates the assessment. Depending on the county process, the eligibility worker or the Coach/Case Manager conducts a more thorough assessment.

In the counties where assessment is completed by the WFD the best practice is to schedule the appointment with the Coach/Case Manager for the same day. The state goal is 10 days, and rule states that it must be completed within 30 days.

The assessment assists with the development of an Individualized Plan/Roadmap. It is important the plan is tailored to meet the needs of the customer and is focused on the family well-being and economic security.

Individualized Plan/Roadmap -3.607.2 The Individualized Plan, Roadmap, or IRC assists customers in developing goals which will assist them in obtaining economic security. CW is a program that supports economic security by focusing on employment. For work eligible individuals receiving BCA, we must envision and implement a holistic program that begins with immediate stabilization through basic cash payments and assists families with progress towards achieving economic security.

Based on individualized planning, Coaches/Case Managers provide additional resources and Supportive Services to assist families in achieving their goals by making connections within the agency and their community.

Work Activities 3.608.2 As a part of continued eligibility, a parent or participating caretaker is required to engage in the activities agreed upon by the individual and the Coach/Case Manager. The customer’s activities will be outlined in their Individualized Plan/Roadmap. The information about a customer’s activity hours will be data entered into CBMS and assist the state in measuring outcomes of CW customers as well as assisting in federal reporting requirements.

Redeterminations, Recertifications and Reassessments (RRRs)

Important Note:

If there is a 16 year old who has graduated early in the HH, after EDBC is run, the referral for the 16 year old will appear as “Voluntary” in the Exemption Reason column.




Facilitator, handout the CW-3L provided with the SDC training materials. This completed CW- 3L will be used at the end of this module as a part of the example. In addition review the Financial Programs Processing Guidelines Desk Aid. CBMS aligns RRRs with Food Assistance and Medicaid. This may

cause the CW certification period of 6 months to be decreased A redetermination interview (face to face or phone) is

required once every 12 months RRRs are sent to customers at least 30 calendar days prior

to the first of the month in which the eligibility redetermination is due

Only verify what needs to be updated or is questionable. Individual Level verification and information not considered questionable does not need to be verified again at RRR Review the following questions with your

customer: • Household Composition • Income • Residency – have you moved

Case Managers can also completed RRR interview for Eligibility as long as they clearly document the answer to the three above question.

Before contacting the customer for the RRR interview, review previous case comments, the previous application or RRR, and case management information to determine what changes have recently occurred and what information needs to be verified If a change that needs verification occurred during the certification period,

CBMS will generate and send a VCL to the household Eligibility Workers should use collateral contacts used to verify RRR Eligibility Workers must act on completed RRR forms that are received timely by the last

day of the RRR month. Best practice is to act on the completed form immediately. One touch and done!

Review Interfaces to avoid exceptions Effective April 1, 2017, if Child Support is received consistently (6 of the past 6 months),

the average amount received over the past 6 month will be used to determining ongoing eligibility.

If the average over the previous 6 months is $500 or less, all child support income will be exempt.

If the average amount over the past 6 months is over $500, the entire amount of child support income will be used and compared against the need standard to determine eligibility.

If the Household remains eligible, child support will be exempt when determining the grant amount.

20 min

Important Note:

A Periodic Report (PR), Food

Assistance RRR and a CW-3L can be used in lieu of a




Timely vs Late

RRRs turned in by the 15th are timely and workers must be process by the last day of the month

When RRRs are not returned timely (15th of month) CBMS sends a notice of action informing the customer benefits will be

discontinued unless complete, sign, and return the RRR before the end of the notice period

No income disregards will be applied unless good cause exists Workers must process RRRs turned in after the 15th by the 10th of the following month Workers must process RRRs turned in the following month by the last day of that month.

Timely RRR Untimely RRR Late RRR

Received on or before the 15th of the RRR due month

Received between the 16th and the last day of the RRR due month

Received after the last day of the RRR due month

Enter the RRR packet date Enter the RRR packet date Good Cause - AI from the first day of the RRR benefit month

Process by the last day of the month

Process by the 10th of the following month

No Good Cause - AI from the date the RRR was submitted

Break

Case Changes 3.606.1

Goal and Objectives Goal: Identify reporting requirements for the Colorado Works Program.

Objectives: Recognize the CW-3L

Discuss the effects of positive and negative changes

Accurately make a change in a Colorado Works case

20 min

15 min




Terms Explain to participants that we will be using these terms in this module.

Adverse Action - Written notice generated by CBMS and mailed to the customer when benefits are being reduced or case is being terminated. This is the 31 day rule.

Timely Noticing - Written notice is mailed to the applicant or recipient at least 10 calendar days before the effective date stated in the notice.

Redetermination, Recertification, Reassessment (RRR) - Reapplication for continued benefits. A FA RRR can be used as a CW RRR if it received within 60 days.

Limited Reporting - Limits the types of changes a customer is required to report. Benefits of limited reporting are reduced workload and errors.

Colorado Works 3L (CW-3L) – A change report form that explains the required changes and explains the income reporting standards.

Required Changes Must be reported and verified by the 10th day of the month after the change happened.

A CW certification period is for a maximum of six months. Continued eligibility is not guaranteed during this time. HHs are required to report certain changes during this period

Primary changes Household composition Residency Income

Secondary changes Changes known to the agency School attendance for only dependent child

Facilitator, provide a few examples of these.

A customer can report a change different ways:

PEAK Phone Email Drop-off Through communication with coach, case manager or other person in the agency

Positive and Negative Changes 3.606.2.L Based on the changes there are three possible outcomes. All changes should be data entered in to CBMS within 10 days. Review the Negative Changes Timeframes Desk Aid.

1) Positive changes a) Increase in benefit

2) No change




a) Customers may report things that do not affect their eligibility

3) Negative changes can a) decrease BCA amount-with timely noticing

b) close the case c) decrease at RRR

Timely Noticing and Adverse Action Adverse Action 31 day rule for processing (10+10+11 rule) Customers have until the 10th of the month following

the change to report Workers have 10 days to act on the change

or adverse action

Facilitator Note:

The difference between timely noticing and adverse action are with timely noticing the first two steps are eliminated. The customer is not reporting any changes because the agency is aware the change has occurred and therefore it does not need to be verified. As an example a non- compliance with child support.




Customers receive 11 days for noticing before negative action is taken

Adverse Action example: Pat sends verification he is now working and will go over the need standard, this is something the county would have not known about and required the customer to take action. Pat had until the 10th of the following month to report the change. The worker would have ten days to work this change and then there would be 10 days for noticing plus the 1 day for mail (11 days). Review CW Adverse Action Desk Aid.

Timely Noticing Written notice is mailed to applicant or recipient at least 10 calendar days before the

effective date Timely notice is required to inform individuals of a negative action Timely noticing is not required when an individual withdraws from assistance or when the

recipient has died

Timely Noticing example: Tonya stops cooperating with Child Support Services and they have now entered non-compliance via their data base that interfaces with CBMS. As a part of eligibility, cooperation with child support is required and the case should close with timely noticing. This action is known to the agency, therefore only timely noticing needed to occur.

Mandatory Decrease without Timely Noticing

These individuals who have failed status in eligibility CBMS do not require timely noticing.

Adult member reaches 60 month time limit clock or reaches end of 6 month extension period

Member starts receiving SSI Member is disqualified for fraud or IPV

Place the participants in groups of 3-4 and give them an envelope with the various reasons a case could be impacted negatively and what type of noticing would occur.

Ask participants to discuss in their small group the examples of in one of the two categories and have them note their answers on the flip chart

Allow 15 minutes for this activity, and then facilitate a whole-group discussion for another 10 minutes.

Examples in envelope:

Death Sanctions Non-Cooperation with Child Support Services Non-Cooperation with the Work Programs Adult withdraws Only dependent child leaves the home and does not fall under any of the temporary

absences exceptions

Activity: What notice?

25 min




All of the household moves out of the state One of the two children leave the home and request assistance on another case Income goes above the need standard

When income increases but does not exceed the income reporting standard benefits remain the same until the next RRR.

When income increases and exceeds the income reporting standard, the case will close using adverse action rules.

When income decreases the cash benefits will increase the month following the change during the certification period.

Let’s practice!

The customer turned in a CW-3L with a change in circumstances. The 16 year old on the case is pregnant. Hand out the CW-3L with the verification of pregnancy. Instruct the participants to log back into CBMS with their assigned CBMS case number if they are logged out with their assigned CBMS case number. Ask the participants where they think they would begin?

The answer should be “case questions.” Then they should provide feedback that they will need to complete the pregnancy page.

Pregnancy

You can access this screen through II or by clicking the appropriate member card

1) Name – Notice only the female members of the household display in the Name field drop down. Select the teen. (if working through II Queue, remember to select the

10 min




correct person from the dropdown list in the Case Header 2) EBD – Enter the date that this record goes into effect. Enter yesterday’s date.

Effective End Date – Do not end date this page unless the customer reports a new pregnancy. Then follow Online Help (ONLINE HELP (OLH)).

3) Number of Unborn(s) – Enter 1 4) Expected Due Date –Date customer reported or what the doctor statement shows. 5) Verification – Received 6) Source – Customer Statement 7) Father – Is this father known to CBMS? Select Unknown to CBMS for our case. (If

known, select the father’s name in the Name field) 8) Pregnancy End – Do not enter anything here. This information is entered once the

pregnancy is ended. 9) Date Reported – Enter date based on date statement of verification. 10) Date Verified – Enter date. 11) Save the Page

Facilitator, point out that the CW Use Month populates to this month.

Now we will run EDBC to see how this affects the teen’s eligibility. Select the Run EDBC icon and walk through the Wrap-Up pages with the participants. Discuss the changes in the grant amount. Allow them to authorize the case.

Refer to the Add A Baby CW Desk Aid.

Facilitator, refer back to the PowerPoint and discuss the CW Use Month. The CW Use month is the only on CBMS pages that can potentially effect CW eligibility.

It is set based on whether the change will positively or negatively impact the CW benefit and is driven by the Date Reported and Date Verified.

There are three possible outcomes: Increase in benefit Decrease in benefit The whole assistance unit becomes ineligible

Changes should be reported by the 10th of the month following the month the change occurred. This is considered timely reported If customers do not verify at the time the change is reported, they have ten days to get

verification

Activity: High Five!

Facilitator, instruct each participant to take five small sticky notes and write down five takeaways from this training that will assist the customer, the participant, and/or the program in being successful. After all participants have written down five takeaways,

15 min




ask




Facilitator Note:

Best practice is to communicate changes among all entities such as Eligibility Workers, Case Managers, child care workers, and other county partners, within a 48 hour time period. Discuss your country process.

them to stick each note to each of their five fingers on the same hand. (High-five) Now, ask them to walk around and look at others takeaway’s and see if they have forgotten something. The idea should be that they look at others ideas and if they like the idea, they take that from them and allow that person to take one from their high five. Ask participants complete the fill-in-the blank in their workbook.

What is Next? One of the primary goals of the Colorado Works Program is to optimize customer functioning and well-being by providing and coordinating high-quality supportive services in the most effective and efficient manner possible, for individuals with multiple complex needs. Workers should provide local resources to the customer.

Warm hand-offs, when applicable Follow-Up Network

When customers are working with the case managers they use various strategies for achieving this goal and they are dependent on your local process. This process includes being knowledgeable about available resources and support, developing partnerships with other agencies, and increasing the scope and capacity of service delivery system to produce a comprehensive network of community support. Collaborative supports, services, and interventions lead to improvement in program participation and results in academic gains, reduction in high risk behaviors, and increased social skills.

Assist the customer toward their long term goal Facilitate customer achieving employment and economic security Coordinate strategies for coaching a customer toward outcomes

The program must be individualized and support customers where they are when they walk into the door. It is vital to engage in a thoughtful assessment and to work with the customer to understand their goals, limitations, and opportunities. It does not make sense to push a customer into employment if they are not ready or able to succeed there. Coaches/Case Managers should always meet the customer where they are.

Intersect for customer success!

RRR The customer only needs one interview every 12 months, always check case comments and communicate with the Coaches/Case Managers; they are colleagues who have mutual interest in the customer. If the Coach/Case Manger has met with the customer in the last 30 days and has asked the three pertinent questions to the eligibility component of the program, then the interview has

Note: Coaches/Case Managers should always be assessing and assisting customers in reaching their individualized goals.

The three questions:

been completed.




1) Are there a changes in employment or income? 2) Are there any changes in the household? 3) Has your address changed?

Collaborate and Communicate Always read case comments and save your time! Coaches/Case Managers may meet with the customer at least once a month and update the customers IP/Roadmap at least once every three months.

Timely sharing of information is critical and failure to do so can interfere with the customer’s success. Especially in counties where the work force development is contracted to other agencies.

Includes but not limited to: Approvals/Reopens Case closures New employment/income Withdrawals Household comp changes Address changes Child care referrals/changes

Sanctions and Demonstrable (DE) If the WFD is a separate function from the eligibility worker, then the Eligibility Worker must run EBDC in order for the sanction or demonstrable to take place.

Child Support Services (CSS) CSS workers are also important colleagues. It is in the best interest of the customer when the communication is fluid. The customer may not understand CSS is part of the program and may not understand the process. When appropriate, communicate with the CSS worker to ensure the customer is headed for success. In the long run, it saves time for everyone.

Optional to end with the Video “Kid President Pep Talk”. There are several ones to choose from. https://www.youtube.com/watch?v=l-gQLqv9f4o

https://www.youtube.com/watch?v=l-gQLqv9f4o