HomeMy WebLinkAbout20051018.tiff RESOLUTION
RE: APPROVE REVISIONS TO OPERATIONS MANUAL, SECTION 6.000, COLORADO
WORKS IN WELD COUNTY AND CHILD CARE POLICIES AND PROCEDURES
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS,the Board has been presented with Revisions to Section 6.000,Colorado Works
in Weld County and Child Care Policies and Procedures, for the Department of Social Services
Operations Manual, and
WHEREAS,after review,the Board deems it advisable to approve said revisions, copies of
which are attached hereto and incorporated herein by reference.
NOW,THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County,Colorado,ex-officio Board of Social Services,that the Revisions to Section 6.000,Colorado
Works in Weld County and Child Care Policies and Procedures for the Department of Social
Services Operations Manual, be, and hereby are, approved.
The above and foregoing Resolution was,on motion duly made and seconded,adopted by
the following vote on the 23rd day of March, A.D., 2005.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
William H. J e, Chair
o Pity Clerk to the Board
1861
. J. eile, Pro-Tem
11'O4
duty Clerk to the Board EXCUSED
David E. Long
APPR ED AS TO FO
EXCUSED
Robert D. Mas en
County A orpey Att I, . ap
Glenn Vaad
Date of signature:
2005-1018
SS0032
, SS 01/ oS-OS
a
DEPARTMENT OF SOCIAL SERVICES
- P.O. BOX A
GREELEY, CO. 80632
Website:www.co.weld.co.us
I LL.'._ - Administration and Public Assistance(970)352-1551
Child Support(970)352-6933
• MEMORANDUM
COLORADO
TO: William H. Jerke, Chair Date: March 17,2005
Board of County Commissioners
FR: Judy A. Griego, Director, Social Services _q ( ,,C�
3 i.
RE: Revisions to Section 6.000, Colorado Works in Weld County
and Child Care Policies and Procedures, Weld County
Department of Social Services Operations Manual
Enclosed for Board approval are revisions to Section 6.000, Colorado Works in Weld County and
Child Care Policies and Procedures,Weld County Department of Social Services Operations
Manual. These revisions were reviewed and discussed at the Board's Work Sessions held on
January 31, 2005 and March 9, 2005.
A. Summer Activities for Youth—Calendar Year 2005. These revisions authorize a
budget of$130,000 for the Summer Activities for Youth Program with Colorado Works
or TANF funding. The Summer Activities for Youth Program provides for recreational,
work experience, and educational services for children and youth who are TANF eligible
and are aged one through seventeen years of age. Registration or activity fees are limited
to $125.00 per summer per child and at the same rate charged to other participants
receiving the same recreational or educational services. The work experience program
will be operated by Employment Services of Weld County for youth aged fourteen to
fifteen years of age. Reference: Revisions to Section 6.008.4, Summer Activities for
Youth—Calendar Year 2005.
B. Function Transfer of the Colorado Works or TANF Program to Employment
Services of Weld County. These revisions are necessary to deal with complexity of
determining eligibility under CBMS for the Colorado Works Program or TANF by
focusing the Department on eligibility and sanctions and to provide a transfer of certain
functions of the Colorado Works Program or TANF being conducted by the Department
to the Employment Services of Weld County. These functions include: management of
alcohol and drug testing forms (SASS]) and domestic violence screening; authorizing and
closing child care services for clients; providing supportive services, and changing case
management practices. Reference: Revisions to Section 6.002.2, Domestic Violence
Screening; Section 6.002.21, Substance Abuse Screening; Section 6.003, Client
Assessment; 6.004.1, Department Responsibilities with the IRC; Section 6.004.2,
Employment Services Responsibilities with the IRC; Section 6.010, Supportive
Services (non-Child Carel; Section 6.012.3, Functions of the Department; and
Section 6.012.4, Functions of Employment Services.
2005-1018
C. Teamwork,Innovation, Growth,Hope and Training Program. This revision
incorporates additional Colorado Works or TANF resources of$31,200 for job
incentives. These funds will be used by Employment Services as they a new crew, which
has been approved by the Colorado Department of Human Services and funded primarily
through Core Services funding. Reference: Revision to Section 6.012.6,
Reimbursement Authority through Transfer to Employment Services.
If you have any questions,please telephone me at extension 6510.
Colorado Works in Weld County and Child Care Policies and Procedures
6.008.3 General Requirements for Supportive Services Needed for Job Retention
Added 7/1/98
The Depait,uent will assess a client who requests Job Retention Support Services as
follows:
A. Determine the client's financial eligibility for Job Retention Supportive Services.
Revised 12/98 B. Identify the level of benefit the individual is in need of and eligible for. The
benefit level cannot exceed$1,650 per family assistance unit the first six months
for Job Retention Support Services and an additional $1,650 in the second six
months of eligibility.
C. Clients receiving Job Retention Supportive Services shall agree to waive
eligibility for Colorado Works in Weld County assistance payments for a period
specified in the Individual Responsibility Contract. The duration of the waiver is
negotiable between the client's assigned Department staff member, the
authorizing supervisor, and the client. The duration of the waiver should
generally be calculated by dividing the grant diversion payment by the client's
monthly grant assistance amount.
6.008.4 Summer Activities for Youth - Calendar Year 2005
Added 8/00
Revised 3/02 The Department will fund appropriate and available summer activities as a diversion
Revised 3/03 program. The activities will be offered for the period April 2005 through September 2005
Revised 3/04 to low-income youth and foster care/adopt children. The purposes of these activities are
Revised 3/05 to:
• prevent youth from entering the child welfare system
• support County Certified Foster Care Parents and Adoptive Parents with summer
activities for foster and adoptive children
• promote a continuum of educational and community experiences through
established recreation or education programs in the summer
• promote work ethics by re-establishing a work experience program for youth age
fourteen to fifteen who can no longer participate in the Summer Youth
Employment and Training Program through the Weld County Department of
Human Services. The goals for the work experience program will be to:
1. Enhance their academic performance, including their reading and
mathematics comprehension, as measured by attainment of school credit,
completion of grade level in the learning lab, or successful completion of
other classes, as determined by pre- and post-testing and reports from
remediation/enrichment component instructors.
2. Enhance their occupational skills a measured by attainment of workplace
competencies. The workplace competencies incorporate the SCANS
competencies and were developed by the Weld County School to Career
and adopted by the Weld County Workforce Development Board.
3. Enhance their skills by using relevant learning experiences, life skills
Colorado Works in Weld County and Child Care Policies and Procedures
training, as well as by using the Weld County Workforce Board's
approved competencies which meet or exceed the SCANS Foundation
Skills and which evaluate attendance, work attitudes, completion of
assigned tasks, etc.
6.008.41 Eligible Participants
A. Children ages one through seventeen years of age; and
B. Children who are in families receiving TANF, Medicaid, and Food Stamps and
have incomes below 185% of poverty level; or
C. Children who are foster care/adopt children and are IV-E eligible under TANF
and are placed in the County Certified Foster Care Homes and Group Homes.
6.008.42 Authorized Programs
Revised 3/02
A. Recreational and Educational for Children ages one through seventeen years of
age.
Authorized programs will include recreational or educational activities sponsored
by the City of Greeley, City of Evans, City of Windsor, City of Ft. Lupton, Aims
Community College, the University of Northern Colorado, and other
governmental or educational entities.
Maximum registration or activity fees per child is $125.00 per summer.
B. Work Experience Programs for children ages fourteen to fifteen years of age.
The Weld County Division of Human Services will provide work experience and
academic enrichment components to youth who can no longer participate in the
Summer Youth Employment and Training Program.
Youth can earn the Federal minimum wage per hour for 24 to 32 hours per week
for approximately eight weeks. The youth will have workers' compensation and
provided supportive services as necessary.
6.008.43 Authorized Summer Budget Expenditures for Calendar Year 2005
Revised 3/02
Revised 3/03 The Depaitulent is authorized to expend a maximum of$130,000 for the
Revised 3/04 period beginning April 1, 2005, through September 30, 2005.
Revised 3/05
6.008.44 Reimbursement Transfer Authority from the Department to Employment Services
Added 3/01
Revised 3/02 The Department will remit to Employment Services an amount not to exceed
Revised 3/03 $60,000 of maximum allowable expenditures authorized under Section 6.008.43.
Revised 3/04 This remittance will be for costs associated with services provided as described in
Revised 3/05 Section 6.008.42(B)and will include staff and overhead. The billing is based on cost per
youth schedule as follows:
Colorado Works in Weld County and Child Care Policies and Procedures
H. Qualified legal aliens entering the country after August 22, 1996, except federally
authorized exceptions.
I. Department employees are required by Section 7.005.1 of the Department's
Operations Manual to refer any potential conflict of interest situation to their
Division Head through their immediate supervisor.
1. All requests by employees to either apply or receive TANF assistance
shall follow the procedures of Section 7.005.1. These requests shall
include TANF Basic Cash Assistance or any State or County Diversion
Payment.
2. All employee requests for TANF assistance shall be thoroughly reviewed
by the immediate supervisor. The TANF Program manager/Supervisor
shall make recommendations concerning payment type and amounts
based on appropriateness of and the eligibility for any payments to
employees under the TANF Program.
3. All TANF payments made to employees will be approved by the Director
of the Department or designee prior to any payment being made.
6.002.2 Domestic Violence Screening
Revised 3/05
Colorado Works in Weld County will follow the State rules concerning domestic violence
screening. All Colorado Works in Weld County applicants and recipients will be given
the opportunity voluntarily and confidentially to identify themselves as victims of
domestic violence. Employment Services will inform staff of support services for
domestic violence victims and make appropriate referrals to those services. Training will
be provided to Department staff on domestic violence issues and how to identify domestic
violence victims and circumstances. Colorado Works in Weld County applicants and
recipients who are domestic violence victims will have the opportunity to apply for the
county's temporary good cause exemption from work participation.
6.002.21 Substance Abuse Screening
Added 4/00
Revised 3/05 In accordance with State Department of Human Service regulations, Volume III, Section
3.620.4, all TANF applicants/recipients participating in the Colorado Works in Weld
County Program will be required to complete a substance abuse screening form to assist
them and the Department of Social Services in identifying problems or potential problems
of alcohol and drug abuse. The alcohol and drug screening form will be completed at the
time of initial application and at each redetermination of eligibility by Employment
Services. The screening form will be reviewed and evaluated by a Certified Alcohol and
Drug Counselor. If the screening form indicates a problem or potential problem with
alcohol or drugs,the counselor may require a more thorough assessment of alcohol and/or
drug abuse. The counselor, after review of the assessment, may suggest an alcohol and/or
drug treatment plan. Employment Services may require the applicant/recipient to
participate in an alcohol or drug abuse treatment program as specified in Section 6.004
Colorado Works in Weld County and Child Care Policies and Procedures
6.003 Client Assessment
Added 4/00 It is the intent of the Colorado Works in Weld County Program to identify, as soon as
Revised 3/05 practicable, any serious barriers to employment that a TANF applicant/recipient may have.
The Depailuuent and Employment Services will also assist the TANF applicant/recipient
in obtaining services that will help the TANF applicant/recipient alleviate those barriers.
Factors that may be barriers to employment are: limited work experience, low basic skills,
physical and mental health problems, substance abuse, child health or behavioral
problems, family violence,housing instability, and any other serious family problem.
Assessment of Colorado Works in Weld County applicants and recipients may be done in
stages. Initial assessments to identify emergency needs will be accomplished at the time
of application by Employment Services. Further evaluation and assessment of educational
levels, learning disabilities, self-esteem, etc., will be provided by Employment Services.
Individuals requiring further assessments and/or treatment for the presence of or potential
of barriers to obtaining and maintaining employment may be referred to other agencies or
professionals.
Staff will be provided training in how to work with people facing certain barriers.
Specially trained staff may be hired or contracted with to work with TANF recipients to
conduct more in-depth diagnostic assessments and vocational evaluations. As much as
possible transitional support will be provided to individuals after obtaining employment to
assure job retention.
6.003.1 Applicants
6.003.11 Department Responsibilities
A. At initial application, Department staff will assess the individual's eligibility for
public assistance. The Department's screeners will refer applicants to the child
support enforcement unit immediately after they have expressed their intent to
apply for Colorado Works in Weld County services. An appointment will be
scheduled for the applicant to meet with the eligibility technician. The applicant
will provide a completed application and supporting documents to the technician
at this meeting.
B. The Department Eligibility Technician will complete an initial eligibility
assessment for all applicants. This assessment will identify those applicants who
may be temporarily exempt for good cause from work participation.
C. Department staff will initiate an Individual Responsibility Contract(IRC)with the
applicant. Department staff will explain verbally and in writing the Colorado
Works in Weld County program provisions, participant responsibilities, and
participant rights as outlined in the first section of the IRC. Department staff will
obtain the necessary applicant and Department staff signatures.
D. Depat fluent staff will schedule an appointment and send the applicant to
Colorado Works in Weld County and Child Care Policies and Procedures
A. Department staff, Employment Services' staff, or contractor staff will provide this
follow-up assessment to offer participants mentoring services, if appropriate.
These mentoring activities are designed to help the person retain employment and
may include, but not limited to, counseling in work ethics and job retention.
B. Department staff or Employment Services' staff will assess participants to identify
and provide, if appropriate, any additional supportive service needs the participant
may require to maintain their employment or work activity participation.
6.004 Individual Responsibility Contracts
Effective 9/10/97
Revised 12/98 A. IRC for Non-Diversion Program
The Depai trnent will develop with a client and monitor the Individual
Responsibility Contact(IRC). The Individual Responsibility Contract(IRC) is
attached to this section and is set forth in Exhibit A.
The provisions and responsibilities of the IRC clearly define the expectations and
responsibilities of the Colorado Works in Weld County applicant and recipient for
assistance under the Colorado Works in Weld County Program.
If an applicant refuses to sign an IRC,the applicant shall not receive assistance
and processing of his or her application will cease.
B. IRC for Diversion Programs Only
A client who will be participating the Weld County Grant Division(State
Diversion Program)under Section 6.007 of the Job Retention and Skills Training
Program(County Division Program)under section 6.008 will complete an IRC as
set forth in Exhibit A-2.
6.004.1 Department Responsibilities with the IRC
Revised 3/05
A. Depaittnent staff will explain verbally and in writing the First Section of the IRC.
The Department staff will describe program provisions,participant
responsibilities, and participant rights under the IRC. Department staff will obtain
the necessary signatures of the applicant or recipient and Department staff on the
First Section of the IRC.
B. Department staff will schedule an appointment and send the recipient to
Employment Services. The Department's referral to Employment Services
constitutes a referral of the recipient to employment.
C. Department staff will review all temporarily exempted recipients who are not
engaged in an authorized work activity between a one and three month period for
Colorado Works in Weld County and Child Care Policies and Procedures
continued exemption from work participation.
D. Department staff will reassess recipients who are temporarily exempted from
work participation within three months of the last IRC to determine their
readiness to participate in an employment assessment.
6.004.2 Employment Services Responsibilities with the IRC
Revised 3/05
A. Employment Services' staff will complete an employment assessment that will be
used as the basis of completing the work activity assignment section under the
second section of the IRC. Employment Services' staff will schedule applicants,
unless exempted after the employment assessment, to attend an IRC Skill
Development Seminar.
B. Department staff will use the Second Section of the IRC to identify steps the
applicants or recipients may need to take which will enhance the recipient's or
applicant's employability. These steps may include addressing mental health,
physical health, drug, and alcohol, or other issues that would limit the recipient or
applicant from participating on work participation activities. The Department
staff will obtain the necessary signatures of the applicant or recipient and
Department staff on the Second Section of the IRC.
C. Upon the completion of the IRC Skill Development Seminar, Employment
Services' staff will reassess applicants who have not obtained employment and
have become recipients. Employment Services' staff will determine any
additional work activities and/or supportive services the applicant may need to
obtain or retain unsubsidized employment. This assessment may include
additional testing, including basic skills, academic, vocational assessments, or
employment and career exploration.
D. The Employment Services' staff, along with the applicant or recipient,will
complete the Second Section of the IRC as a result of this screening and
assessment process. Employment Services' staff will obtain the necessary
signatures of the applicant or recipient and Employment Services'staff on the
Second Section of the IRC.
E. The Employment Services' staff will update the Second Section of the IRC, as
appropriate,with the applicant or recipient.
F. If Employment Services' staff identify employment barriers of an applicant or
recipient, the Employment Services' staff, through the IRC, will direct the
applicant or recipient to the Department for the needed additional supportive
services.
Colorado Works in Weld County and Child Care Policies and Procedures
6.010 Supportive Services(non-Child Care)
Effective 9/10/97
Revised 3/05 Employment Services case managers will arrange supportive services for the participant,
as appropriate. Participation related expenses and supportive services are those expenses
and services determined necessary by the case manager for an individual to participate in
any Colorado Works in Weld County work component and/or activity. Supportive
services will be provided for the participant engaged in an activity that is part of his or her
Individual Responsibility Contract.
6.010.1 Transportation
Those transportation costs necessary and directly related to Colorado Works in Weld
County work and/or training component participation shall be made according to the
individual's situations:
A. Calculated at .20 cents per mile; or
B. A flat daily rate of$2.00 may be provided.
6.010.2 Participation Related Services
Other participation related expenses and supportive services may include but are not
limited to, clothing, uniforms, eyeglasses, dental work, tools, auto repairs, dues and fees,
and also licensing exams, such as RN, LPN, electrician, and self improvement classes.
6.010.3 Method of Payment
Revised 9/99
Supportive Services may be payable to the vendor providing the product and/or service or
paid to the participant through their EBT account. All payments will be approved by the
Unit supervisor or acting supervisor.
6.010.31 Supportive Services Paid from General Assistance Funds
Added 12/04
Supportive Services may also be paid out of General Assistance Funds. Any supportive
services paid from General Assistance still apply to the supportive services expenditure
limit listed in Section 6.010.32.
6.010.32 Supportive Services Expenditure Limit
Added 7/1/98
Revised 9/99 The total expenditures for participation related expenses and supportive services may not
exceed$3,300.00 per family unit per year. The year begins with the month in which the
first payment is made for the Colorado Works in Weld County participant. Transportation
allowances paid to individuals in Public or Private Work Experience assignments do no
count against this $3,300.00.
6.010.33 Participant Criteria to Receive Supportive Services
A Colorado Works in Weld County recipient or applicant must be maintaining an
acceptable level of performance as outlined in the IRC. Acceptable level of performance
is demonstrated progress with the employment or educational facility requirements.
Colorado Works in Weld County and Child Care Policies and Procedures
Operations Manual, as amended.
G. Provide a public record of the resources devoted, activities undertaken, and
performance achieved for the benefit of the Board of Weld County
Commissioners, funding sources, the Weld County Private Industry Council, local
citizenry, and taxpayers.
6.012.3 Functions of the Department
Revised 3/05
A. Provide overall program administration of the Colorado Works in Weld County
Program, as outlined in Public Law 100-485 and 9CCR 2503-1, Section 3.630.
B. Implement actions involving Colorado Works in Weld County recipients,
including:
1. Determination of Colorado Works in Weld County eligibility
2. Determination of exemption status
3. Determination and application of sanctions
4. Providing notices of action affecting eligibility and payment
5. Providing dispute resolution conferences and final agency action
C. Refer Colorado Works in Weld County applicants and recipients to Employment
Services for employability assessment; assignments of works activity
participation; and ongoing Colorado Works in Weld County component
participation and Supportive Services.
D. Provide training to Employment Services in the operation of Colorado Works in
Weld County and related activities through the Colorado Depaifluent of Human
Services and other appropriate training sources, as applicable.
E. The Department shall establish billing procedures and reimburse Employment
Services for actual, reasonable, and necessary expenses incurred in providing
services pursuant to Section 6.012.6.
F. Provide the initial information and orientation materials for Colorado Works in
Weld County participants as prescribed through 9CCR 2503-1, Section 3.634.13.
6.012.4 Functions of Employment Services
Revised 3/05
A. Prepare employability assessment of Colorado Works in Weld County applicants
and recipients including participation barriers for purposes of the individual
responsibility contract and assignment to Colorado Works in Weld County work
activities.
B. Initially assess through Employment Services case managers, supportive service
needs and provide child care for those Colorado Works in Weld County
participants who need such services to participate in the Colorado Works in Weld
County Program. Provide supportive services as needed in order to remain in
Colorado Works in Weld County Program and remain in compliance with State
Colorado Works in Weld County and Child Care Policies and Procedures
regulations.
C. Develop,monitor, and direct mandatory and optional work activities as described
in 9CCR 2503-1, Sections 3.600, and the Weld County Depahment of Social
Services Operations Manual.
D. Complete all necessary client, employer, or work site agreements and related
paperwork for Colorado Works in Weld County work activities.
E. Determine the time and dates for scheduling employability assessment so the
Department may refer Colorado Works in Weld County applicants and recipients
to Employment Services.
F. Approve work activities based on the aptitude, skills, and background of the
client, and labor market demand. Amend the Individual Responsibility Contract
with the client.
G. Determine if the Colorado Works in Weld County participant is satisfactorily
progressing in work activities through progress described in the Basic Work Skills
Development Report, adherence to time and attendance policies, and other
policies and procedures of the Colorado Works in Weld County Program.
H. Provide an itemized statement of expenditure and request for payment of any
services provided to a Colorado Works in Weld County participant. This itemized
statement would include, but not limited to, any expense incurred for the
Employment Services learning laboratory, Mini-Bus transportation, and testing.
This itemized statement must be submitted by the 15th of the following month that
the service was provided to the Department. The client information on the
itemized statement must include cost, COIN State ID, and COIN household
number.
L Provide proper invoices and verification of serviced performed by Employment
Services for costs incurred in the performance of Employment Services as
described in Section 6.012.6.
6.012.5 Participant Flow Chart
The participant flow chart is described in Exhibit F.
6.012.6 Reimbursement Authority through Transfer to Employment Services
Revised 7/1/98
Revised 9/99 The Department will remit to Employment Services an amount not to exceed $566,168.62
Revised 10/00 for services provided from July 1, 2004 through June 30, 2005. Employment Services
Revised 9/01 will bill the Department for services provided as described in Section 6.012.4 and 6.010.4
Revised 5/02 of the Department's Operations Manual and will not seek additional reimbursement
Revised 8/03 for these same services directly from the Colorado Department of Human Services. The
Revised 12/03 $566,168.62 is calculated as follows:
Revised 7/04
Colorado Works in Weld County and Child Care Policies and Procedures
Revised1/05
Revised 3/05 Budget Item Budget Amount
A. Staff: Salary Fringe Total
1. .1 FTE Director ofDHS $ 11,998.84 $ 3,599.65 $15,598.49
2. .2 FTE Director of Employment Services 11,620.68 3,486.20 15,106.88
3. .5 FTE Program Coordinator 23,274.12 6,982.24 30,256.36
4. 1.5 FTE Registration 45,712,92 13,713.88 59,426.80
5. 1.6 FTE IRC Skill Development and
Assessment interpretation 59,024.54 17,707.36 76,731.90
6. 1.0 FTE Employer Relations 31,095.60 9,328.68 40,424.28
7. .5 Fiscal (tracking,reporting, and
accounting functions) 29,923.26 8,976.98 38,900.24
8. 4 FTE Case Managers 127,494.48 38,248.34 165,742.82
Total Salaries & Fringe $442,187.77
Added 8/03 B. Job Incentive Packages $ 12,000.00
Revised 7/04 (approximately 142 packages @ a maximum
of$85.00 each)
Added 1/05 C. Job Incentives for the Core Services Program,Teamwork,
Revised 3/05 Innovation, Growth, Hope&Training Program $ 62,400.00
(covers certificates, cash, etc.)
D. Mileage: $ 2,000.00
(covers costs incurred for job placements, travel to
meetings, etc.)
E. Overhead: $ 47,580.85
(includes operating costs such as postage, County computer
costs,printing, utilities, supply costs, etc.)
Total Costs $ 566,168.62
6.012.7 Computer Equipment and Software
Added 5/29/02
Computer and related equipment and software purchased from Colorado Works funding
through the Department will remain the property of the Depaitment. The Weld County
Division of Human Services will follow all County and Department policies regarding the
use,maintenance, and inventory of such equipment and software.
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