HomeMy WebLinkAbout710472.tiff Fourth
Interim Report
WELD COUNTY WELFARE STUDY
April, 1071
The Carl S. Becker Company
Management and Planning Consultants
Denver, Colorado
710472
TABLE OF CONTENTS
Page
Introduction I
Part I - The Casework Process 1
Introduction 2
Casework Planning 3
Steps in the Casework Process 9
The Intake Process 10
Social Service Information Form - Adults - Families 11
The District Caseworker 15
_ Initial Case Classification Schedule & Social Study -
Family and Children's Services - Form 16
WIN Assessment Form 24
Nature of Casework 27
Memorandum of Agreement by the Client and the
Caseworker 28
Casework Service Goals 29
Memorandum - RS7410 Revisions 30
Summary of Services to Families-AFDC (Workers Report)
Major Areas of Services - Present - Proposed 31
Part II - Assignment of Functions and Related Procedures 32
Introduction 33
Memorandum - New Intake Procedure 34
New Intake Procedure - Family Services 35
_ New Intake Procedure - OAP and AND 38
Memorandum - Group Casework 40
Memorandum - Combining of Day Care and Foster Home
Licensing 41
Memorandum - Transfer of Nursing Home Cases 42
TABLE OF CONTENTS (Continued)
Page
Memorandum - Foster Home Evaluation Procedure 43
- Family Foster Home Study and Evaluation Based on
Minimum Standards - Form 44
Memorandum - Foster Home Form 52
Part III - Administrative Procedural Changes 53
Introduction 54
Memorandum - Printing Address Labels From EDP 55
Memorandum - PA-2A Revision 56
State Dept. of Social Services Redetermination of
Eligibility Declaration. . Form 57
Memorandum - Requests for Revision on RS 700 58
Memorandum - Procedure for Change of Address 59
Memorandum - Change of Address 60
Memorandum - Use of ICardex file in Business Office 61
Memorandum - Filing of Computer Print-outs 62
Memorandum - Date of Issuance of Welfare Checks 63
Memorandum - Procedure for Mailing Case Records to
Quality Control 64
Memorandum - Use of "Out" Cards 65
Memorandum - Filing Inactive Case Records 66
Memorandum - Pending Case Master File Card 67
Pending Case Master File Card 68
Part IV - Forms 69
Introduction 70
Receptionist Control List - Form 71
Memorandum - Printing of Stationery and Forms 72
Memorandum - Change of Address Form 73
TABLE OF CONTENTS (Continued)
Page
Part V - Food Stamp Operation 74
Introduction 75
Memorandum - Food Stamp Operation 76
Food Stamp Forms 77
Food Stamp Procedure 79
Control List - Food Stamps 82
Memorandum - Food Stamp Mail Order Procedure 83
Memorandum - Food Stamp Unit Operation 84
Part VI - Space Allocation and Use 86
Introduction 87
Floor Plan - Basement 88
Floor Plan - 1st Floor 89
Letter - Mr. Clementz 90
Part VII - Policy Changes in the Personnel Area 91
Introduction 92
Memorandum - Problems With Present Personnel Operation 93
Memorandum - Caseworker Assignment 94
Memorandum - Homemaker Aide Proposal 95
Part VIII - Committee 96
Introduction 97
Memorandum - Report on Committee Meetings 98
Memorandum - Sounding Board Meeting - February 11,
1971 99
Part IX - Study Progress 102
Achievements 103
INTRODUCTION
This will be the last interim report before completion of our
study.
The end product will outline specific times to perform all elements
r of work in the various divisions of the Weld County Department of
Welfare and will recommend, with allowances for personal time,
the staff necessary to carry out the July 1, 1971 workload.
Our concept has been to achieve a hard-hitting total team approach,
while at the same time, we have endeavored to complete the study
of the total operation of the Department, to regroup the functions,
to restructure the organization, to amend policy and to improve
practice. The total team as we see it, will meet existing reality,
will perform and provide services at a pragmatic and earthy level,
will have the ability to move in and out of the lives of recipients
to meet immediate needs, and to provide imaginative service to
recipients through creative casework.
_ It is essential that a fully functioning agency have the flexibility
in its staff to meet the various skill requirements and to adapt
to changing workloads . This also will be achieved by the time of
completion of the work.
i
Part I
THE CASEWORK PROCESS
- 1 -
Introduction
This portion of the report is concerned with the
quality of service being provided to recipients,
the preparation of social studies, the nature of casework
MEM
planning, the actual approach to the recipient and the
actual nature of case recording. A recommended change
in service reporting categories is also included.
WOW
alMin
- 2 -
-
' ..
CASEWORK PLANNING
Present Situation
A random sample of case records in both the adult
and family service divisions has revealed a deficiency in casework
planning.
When plans for a client were recorded in the case they
often were vague or unrealistic--unrealistic in the sense that
subsequr*:t dictation revealed that progress in reaching the
stated goal had not been achieved.
Those cases which lacked a plan (or in which a plan
was not recorded) for the client tended to fall into two patterns :
1) Repetition of the same facts, under diffenent dates; 2) A
recording of the chronology of events in the life of a public
assistance recipient.
Many cases contained contact sheets and other loose
papers. These had not been translated into a dictated plan.
Therefore, it is necessary to sort through the bits and pieces
of information each time the caseworker considers the services
to be performed.
A majority of the cases would contain very little
dictation, if matters of eligibility were not recorded in minute
detail (This, of course, was before the separation of eligibility
and services) .
The following are examples of the cases sampled:
Case #5305, Mr. H.
This case was judged, in early 1967, "a service case,
at least for a short period of time . . . "
Subsequent dictation repeats the original problems, as
related by the client, but no solutions are recorded. The bulk
of the dictation, including the last entry in May of 1969,
concerns eligibility factors.
The case is still in the service caseload.
Case #18067, Mrs. A.
This client appears to have only normal problems--
those of maintaining a home and enjoying social relationships.
The client was classified as non-service nearly ten years ago and
suddenly became a service case on the basis of a vague notation
that something should be done for her. No plan was suggested at
the time (June 1970) and there is no further dictation in the
case.
- 3 -
Case #15582 , mr . H .
This case , which is still in a service caseload , was
designated as nor -service on the PA9 sent to the State Dept .
in April . No dictation has been done since , so if any ser-
vice was done , there is no record of it .
Case #19925 , Mr . M .
Dictation in this case records the same problems
again and again . They are handled the same way by each
caseworker .
The client ' s biggest problem (it appears from the
dictation) is handling money , however , no apparent effort
is made to aid him in this area .
There has been no dictation in the case (of a ser-
- vice nature ) since March of 1969 .
Case #24604 , Mr . G .
— The only mention of services needed in this case was
in the social history "obtain a new home or room and board
situation . " There is no indication anything was ever done ,
- even in this area , and no other service has been provided
(at least it is not in the case record ) .
Case #24189 , miss C .
This case his been carried as a service case , ap-
parently , since 1964 on the basis of an evaluation "no special
services are required for this client , however , if something
should happen to her mother . . . "
The latest dictation reveals that the if has not
happened , but the case is still in the service caseload .
Case #24186 , Mr . G .
The last dictation in this case (November , 1968 ) tells
the story "There is nothing that the worker can do in the way
of services as long as the home situation is agreeable and
set up the way it is now* everything seems to be all right . "
This is still a service case .
*and has been for 15 years
Case #24192 , Mr . F .
r- Dictation in this case is a mere chronology of the
life of the client and the problems of his family in caring
for him . Each home visit is evaluated the same way--there
has been no change in the client ' s situation .
The latest home visit , not yet dictated (since July
1970 ) , includes the assessment that this is not a service
case--but it is in the service caseload .
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r
Case #24296 , mr . and Mrs . C .
Quote "This ca a has been carried as a service case
because the worker has made several contacts with Mr . and
Mrs . C . "
Dictation after this point is concerned mainly with
eligibility factors , with no indication of service in any
other a: ea .
Case #9814 , Mr . D.
The only service provided in this case , from its
initiation 30 years ago , concerns eligibility factors . The
latest evaluation (five months ago ) mentions the need of
homemaker service , but there is no indication if this was
taken care of .
Case #24464 , Mr . H .
This is a non-service case by the worker ' s own eval-
uation (on the PA9 ) , but it is in the service caseload .
Case #24234 , Mr . C .
Caseworker plans in this case always mention the
possibility of self-support for the client , however , nothing
ever materializes and after three years of look-alike dicta-
tion by several caseworkers , doubts are finally expressed
about the validity of carrying this as a service case .
The case remains status quo at this time .
Case #24188 , Mr . G .
The only possibility of service considered for this
client was rehabilitation (that was 5 years ago ) . The end
result of this service (no record appears until 1969) was
that the client was judged unfit for any rehabilitation .
It is still carried as a service case .
Case #24151 , Mrs . D.
Information concerning "case problems and progress"
appears to be mainly a repetition of the initial social his-
- tory for this case . The only problem , if it can be classed
as such , is the fact that the children are illegitimate and
the respective fathers do not support them .
Subsequent paragraphs on the individual children re-
veal that they are apparently happy , well-adjusted , typical
teenagers .
The "worker does not have a plan for the family ,
other than encouraging the children to remain in school and
to acquire as much education as possible , " however , he desig-
nates the case as a service case in two areas .
_ 5 -
•
Case #25062 , Mrs . A .
Dictation in this case is filled with details of
questionable value , such as the complete listing of one
child ' s school grades and the name of the church the family
attended in another state .
Despite the mass of information presented , no real
problem are revealed . The worker ' s plan for the case
appears to consist mainly of "encouraging the children to
do well in school . "
When problems manifest themselves , it seems the
client comes to the office to talk to the worker about them ,
however , there is no indication of what the problems ac-
- tully are or what is being done about them.
Case #15027 , M. s . A .
Quote "This case has not been accepted for intensive
casework due to the fact the worker does not have time to
give these services . "
There is no evidence of a referral to special help
outside the agency .
When the last dictation was recorded , the client
had reached a point where she could be interested in WIN ,
however , there is no indication of whether this potential
has been explored further .
Case #22572 , Mrs . M .
There has been no dictation in this case since
April , when it was revealed that the client was expecting
her third out-of-wedlock child . There is no indication of
the outcome of counseling on birth control after this point .
Case #19752 , Mrs . A .
The plan as stated for this client a year ago was
primarily in the area of counseling , however , there is no
further dictation in the case to indicate if any service was
actually provided .
Case #18502 , Mr . and Mrs . L .
-- There is no mention of a plan for this client-family .
Again , it appears the caseworker was only a listening post .
Case #21457 , Mrs . C .
All efforts were directed toward getting an educa-
tion for this client so she could find a job . In the mean-
- time (over a five year period ) she had three children , all
out of wedlock . Lack of a plan appears evident .
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•
•
Case #22070 , mrs . 8 .
Services in this case appear to be mostly to listen
to the problems of the client .
Case #19123, mrs . A .
There is little indication of any service provided
in this case . The dictation is a continuing saga of what
has happened to the family .
Case #11221 , Mr . F .
This is an example of the dependence on welfare .
Workers have been trying for over 20 years to get this client
into a steady job. Instead , he has grown more dependent .
Case #16385 , Mr . G .
A plan was devised for this client before caseworker
left job , but there has been no apparent action on the case
in recent months .
Case #18860 , mrs . F .
marital problems dominate this case record. No
progress is indicated, and perhaps this should have been
referred to an experienced agency to handle this area .
Case #16047 , mrs . A .
Quote "This case has not been chosen for intensive
casework because the worker does not have the time . "
Dictation makes it appear that caseworker has be-
come a substitute father (even though female ) for this large
family . Every plan for the case is filled with everyday
family problems , but no real solutions are recorded . This
case covers ten years .
Evaluation
The lack of casework planning (or the failure to
record a plan) appears to have resulted in an agency-wide
program of on-going crisis intervention , for each recipient .
It may be true that a specific situation (a crisis )
is easier to face ; it is also true that an orderly plan could
serve as prevention of the crisis .
If a workable plan had been devised for each recipient
at the time of his entry into the welfare program, then agency
personnel could have directed their energies toward helping
the client become self-sufficient .
- 7 -
The lack of a plan is self-defeating . Each new
recipient , for whom no plan is made , becomes one more crisis
for workers to handle . Workers , even idealistic workers ,
become frustrated and eventually succumb to the existing
reality of action after the fact , not before .
—
It must he recognized that recipient need is a bot-
tomless pit and that all of these needs cannot be met . The
objective of welfare departments has to be to determine the
real , earthy and practical needs which can be met and to get
the job done .
Recommendations
The recommendations are as follows :
1 . That the Need Identification and Control form
be used at Intake to determine the level of current need .
2 . That the Initial Case Classification Schedule
(a new State Department form) and the Need Identification
and Control form be used during the home visit made by the
worker to gather social study information .
3 . That the level of service be determined on the
basis of the facts revealed in 1 and 2 above , except in
complex cases , where a ROC sheet will be utilized until
the situation has crystallized and a need form can be
completed .
4 . That , if a need is identified above , a specific
plan for the client be delineated orally by the caseworker ,
and approved by the supervisor , before starting . However ,
- if the case plan is an involved one , it will be dictated .
5 . That any subsequent achievement on the plan be
recorded , so that the meeting of the need is on record ,
showing the completion , and the date .
6 . That the meeting of the identified need be con-
"' sidered the plan . Thus , progress is achieved by meeting
needs .
7 . That casework training , both in the Department
and in the State workshops , be pointed at the practical ,
rather than the theoretical and sophisticated approach .
- 8 -
•
Steps in the Casework Process
Introduction
This portion of the report outlines the steps which must
be taken in the casework process in order to assess the
recipient's need to clearly identify, on paper, the nature
of that need„to ask the recipient to define his problem
as he sees it and to solve his needs and problems and
record the solution.
- 9 -
The Intake Process
The intake process will seek, using the new face sheet, to
identify all factors pertinent to the recipient's need.
Pages one and two of the face sheet will be used in all
adult cases . All four pages of the face sheet will be
used in family service cases. The client, after the interview,
will be asked to state his need. The caseworker conducting the
intake interview will comment about that need, and give
his impressions of the need. Crisis intervention will
occur in Intake. The degree has not as yet been determined.
The case will be kept in Intake until such time as crisis
intervention is complete. At this time, the Intake
supervisor will initially assign the case to the proper
Adult or Family Service unit based upon his or her evaluation
of the degree of need.
- 10 -
•
WCDPW 3-70 •
SOCIAL SERVICE INFORMATION
Adults - Families
Complete in full Category
at Intake HH No.
New T7 Re-open r7
Ra_eval>>ati.nnl7
Applicant: Last First-"Middle Maiden Spouse: Dates
Applied:
Payroll:
Mailing Address Phone Landlord-Name, address, telephone
Street Address Rent: Utilities:
(if different)
No. in Cross Race Doctor(name & type) How often seen?
HH Ref. Monthly?/'J Other
Weekly 7
No. in Date 'arrived in Colo.
Appl. From what state? Citizen?
HOUSEHOLD (Circle l# of those in budget
Adults suf.. to DOB Ed R Em
No. p yment SS/VA # & type
1.
2.
3.
4.
S.
Marital status: S ( ) M( )- Sep ( ) Div( ) Leg:Sep( ) C.L. ( ) W( ) All. ( )
EMERGENCY CONTACT
EMPLOYMENT DATA
Names Dates Occupation Employer
*. Local Relatives Rel. to Address & Tele. No. Employment
1.
2.
3.
Other Relatives
1.
2.
*For adult applicants, include children here.
(OVER)
Ii =
What health problems are visi'_:le?
Any medication being taken?
Who provides .your transportation? walk drive taxi friend
relatives
Do you have any, friends nearby? No. —
Name and phone Name and phone
Address Address —
What are your hobbies?
Immediate Crisis Intervention Needs - to be met by Intake when
client is not functioning physically and/or mentally —
Physical and Mental Health.
1 7-77 See that doctor care is 6 /-7 Forestall impending
provided" financial disaster &
2 / Arrange for immediate stabilize past finan-
corrective,medical & cial patterns. —
surgical techniques. 7 /-/ Contact children or
3 /-7 Refer to eligibility for other relatives.
emergency food money or 8 /-7 Arrange nursing home, —
food stamps. Intermediate care,
4 /_/ Arrange emergency residential care or
housing. homemaker service. —
• 5 /"-7 Arrange emergency 9 / 7 Seek consultation
utility needs. from other agencies.
10 / 7 Other. --
Additional Information (include directions for finding home, if
necessary) .
State here what client sees as problem and add your impression.
WC DPW '~ •
3-70 Page 3
Social Services
Family Information
HOUSEHOLD Circ e ;,` o those in budget
Children Su DOB & R.S. Dep School (7: Rel. T. SS or VA
No. Place Code Code Grade to XIX and •e
1.
2.
3 .
4.
S. ■�
7 .
8.
9.
PARENTS (indicate each child by using number assigned by line above)
Natural Parent Status Parent Fi7ure. StatusUnknown
*Name, Address "c
SS No.
4- a
(1.)g4 C,J 04
v � 4-4
i
c- c-) v n c i cn •. 4 v. v u zs *!Cl
o EU v
+� cn nr o z o p., o 1 •- �+
x 'Lj O c� ttf N Rr O G'a r yb a u ,g I k P u w ' o cn
z o H q •r a� cn Hi fi O - f4 H H c/n O•�
4-4
r I
4 _
4-
- -4 l
*Repeat parent name in next box if not enough space is provided to
cover the children involved.
- 13 -
CHRONOLOGY OF ALLIANCES
Name & Address Length
of Time Relationship
IMarried! Div. I Dead Deserted Corn. Law All Non-Leg.
CHILD SUPPORT RECORD _
ADDITIONAL INFORMATION
- 14 -
— The District Caseworker
The district caseworker will be assigned to a caseload which
might be identified as long-term intensive or supportive or
short-term minimum or no service, or thirdly, protective or
other type of child welfare service.
The initial visit by the district caseworker will complete
the social study and casework assessment of need. This will be
completed on one form and will indicate all factors of need
and social factors contributing to that need.
The actual completion of the casework social study and the
assessment of need may not occur in one visit. After completion
of this form, the caseworker will present the total assessment
of need and the social study to the supervisor for discussion
of areas of activity or planning, specific immediate and long-
term needs to be met and techniques to be used in meeting these
needs.
At this time, if the supervisor feels that the case is mis-
assigned, it will be reassigned.
Actual dictation will not be completed on the case except in
those incidents where the forms are inadequate to comment on
emotional factors and a ROC sheet is used as an auxiliary form.
When a number of ROC sheets have been accumulated, and a
summary statement in the case record will be necessary or the
plan for the recipient is so complex as to justify detailing
the steps to be taken and achieved, actual dictation may be
added.
- 15 -
r
INITIAL CASE CLASSIFICATION SCHEDULE & SOCIAL STUDY
— (F icily and Children's Services)
Name Category H H --
Status X==Nced. (Use X until a date of completion is entered)
1. Adequate Circle number on explanatory subheadings as appropriate
_, 2. Marginal I v; ei m c ai ci v c ai v v ai a, ci
3 . Inadecn.3te x 1 E E E E E
1 41 a ,� x° x° 1 x ]° x° x z x° z o
1a wi. 4-1
s l� Q . a I � a < 4-1
-
SERVICE AREA I
A. Living. Arrangements 1 .
'efai s :
Needs :
Find new qtrs
Arr. home repairs
0bt. appl or HH eq. '"
Arr. trans.
Other, ( ) - - — — - 4
B. Homemaking Skills
1. Poor eat. habits Details :
2. Poor Hous ekp.
-- habits
3 . Inadequate diet
Needs : _ _
Homemaker referral
Refer to Food Stamps
Arr. educ. in food
prep. & nutrition - _
Other ( ) t
. , i 1 .
-- SERVICE AREA II
A. Family Relationships I ` [ 1 1 _1. Par./Child problem fletaiIII
s:
2 . Par./par. problem
3 . Sibling/sibling prob.
-- 4. Other Relatives/
family
Needs :
. Ref. to Mental HLth. _ _ 1 _
Teach discipline ' _
Relp parents under- I
srana chill's needs
Family therapy
Other ( ) i
- 16 -
)
Id aJ . ' CJ ' 4J W 4J Q1 OJ CJ 'U I CJ CJ QJ
41 E ' E Ei E E E E EE
/-% • o O xI x x �, x z x
�4.." 1
<4 , < , Q: <4 ; <i <t a < <
<4 ,
B. Marital Situation I j
1 I
1. Stable relationship Derails :
2. Unstable
relationship
Needs :
CounsTing r - 1 I 1
Ref. to Legal Aid 1
Contact absent par.
Contact relatives
Arrange support
A;JC-6 signed
CR-.1 completed
CR-2 completed
Other K
C. Client's Feel. of Adeq. 1
1. se o drugs 1 Details:
2 . Use of Alcohol OH
3 . Promiscuity OM OF
4. Out-of Wedlock
(Preg./Births)Needs : _
Counseling 1
Referral for Couns . r 1 _
Other ( )
D. Arrest Record
Details: •
1. Non-Felonious I/N OF
2. Felonious L7M OF
3. Probation L7M L7F
4. Parole L7M /7F
5. None 4/N OF
Needs : _
Confer w/authorities
Counseling
Other ( ) _,
SERVICE AREA III
A. Physical Condition
1. Low Level Details :
Mobility- OH OF -`
2. Self-maint.
inadequate -OM /7T
3. Health-Maint. --
inadequate L7M OF
Physical Complaints
Diag. //M 17F
Undiag. QM OF
Medical Care
Reg. L7M /7F
Occas . OM L7F
Refuses OM L7F
4. Alcoholism
S. Chron. Ill --
6. Phys. Handicap
OM OF
- 17 -
es• ins
CU a v v v a v v v v v +
a EEE e g EEE ga E EE�
o xo oI o o ^ o _o o I oho
Needs: Kr 4 a 4 4 4 4 4) 4 4_ 4 44
Refer to Pub. filth
Arrange Med. aid
Ret. to other agy. f_
Counsel
Other ( )
B. Mental Condition
1. Cap. to form . Detai)s: •
meanSagful
reletiorships /7m /7F
2. Cap. for prob.— —
solving /7 M /7F
3. Reaction to — —
stress i7H /7F
4. Overall Curr.
Functioning
Normal /7M /7F
Psychosis
(diagnosed) /7M /7F
Retarded
(diagnosed /7M /7F
Depressed 77M 77F
Withdrawn 77M 77F
Anxiety 77m 77F
Grief 77M 77F
Dependent 77M 77F
Exploited 77M 777E
Needs:
Refer to Ment. 7flth.
Counsel
Other ( )
SERVICE AREA IV
A. Social & Environ.
Factors
1. Avail.. Rel. are Delai s:
not helpful.
2. Soc. Relation-
ships are poor.
3. Recr. int. and/or
activ: are poor.
4. Access. to svcs/
Resources is poor.
5. Neighborhood econ.
conditions are poor.
., Needs:
Counsel w/relatives
Refer to Other agency
- Other ( 5
�- - 18 -
,,.1
CU v c Cl) Cl) u CD] a n' C q N
cat O o o O O Si O O O� O
x x x x x�
G x x x z x x
d d d d d 4 4 d 4 4 4 d
B- Conditions within Hur-
1. Promiscuity Details :
2. Excess. gambling
3. Excess. drinking
4. Other abnormal act.
Needs :
Foster Home Placement
Court Reinrral .,
Refer to other agy. -
Other ( )
SERVICE AREA V
A. General Situation re:
child rearing
1. Prov. of basic needs Details
(food, clothing,
shltr, med. care is
inadequate.
2. Emot. needs not met.
3 . Prov. of sub. care
recom.
4. Control of children
is inadequate. --
S. Parent's relationship
w/schools and/or instit.
is inadequate.
6. Parent's overall atti-
tude toward children
needs improvement.
7 . Parental example is
inadequate.
Needs:
Counsel J ,_
Refer to other agy.
Other ( ) T
.
B. Supervision, Guid. & Disc. ,
•
1. Parents unint. in Child Detail's:
2. Aggr. or Destruc. child
3. Withdrawn or depr. child
Needs :
Counsel parents
Confer w/schools r J f r-
Homemaker
Court referral _ 4 _
Other ( ) T
1
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v
v E E E E E E E E E g E a
N x xo x° xo x° x x xo xc u xo x
SERVICE AREA VI
"- A. Parent's attitude
toward Fam. Plane. ,
1. Children are planned Details:
for.
2. Unplanned and/or un-
wanted children.
Needs:
Counsel. on sex educ.
xeter to Other Agy.
Refer to Pub. Hlth.
Arrange Transport...
Other ( )
B. Children/s Reflect. of
parents attitude on sex.
1. Unmarried pregnancy. Details:
2. Fathering of illegiti-
mate child.
Needs:
Counseling on sex educ.
Other ( )
SERVICE AREA VII
•
A. Education level
1. Educ. inadeq
uate Ietnilss
�- 2. Language barrier
3. Children are spec.
problem.
Needs:
Help obtain GED
Arrange testing
Counsel Parents
Refer to other agy.
Refer to WIN
Other (
SERVICE AREA VIII
-- A. Management of Funds j I III II I I II
1. Chron. Fin. Depend. Details:
2. Eviction or Shut-off
.. 3. Bankruptcy
4. Garnishment
Needs :
Budget Counseling
Protect. or Vend. pymt. +lr
mediate w/debtors
- 20 -
7....."
...
1 52 v .a er
o ,o 0 0= E EE 0 0 0 0 0 o o
{.1 {J .'J iJ 4-I 4-1 i- {J 4J .P 444J -P.
4-1
T
SERVICE AREA IX 1 A. Employment History
1. Never worked betails :
2. Can't we _'k
3. Seasonal worker
4. Lacks marketable skill
S. Chronically unemployed
6. Lacks motivation —
Needs :
Refer to WIN
_Refer to Voc. Rehab. ' —'
Refer to Emply. Office "4
Arrare Transportation ' '
Arrange Day care ' - —
Counsel - . -
Other ( ) ._ - 1 , •
1 a 4 — a
B. WIN Assessment:
`
1. Appropriate for immed. -
referral.
2. Not approp. for referral.
(See separate form for further assessment if applicable)
SERVICE AREA X
-1. Make Referrals to other Details:
agencies --
Needs :
' WIN -
—
T ' Voc Rehab.
' - Mental Health - '
"---- GIRA .
Spec]. Educ. needs ~ - _ '
. . CR S O ►
• Salvation Army
Churches - --
. ' Public Health
NYC - - r •
Community Center
Migrant Council -. —
4 •
T -1 - -
Other
Guide client in dealing ' _. r •
G '
w/gov. agys or the courts
- 21 -
C)
al C) C) C) Cl C) C) C) C) C) C) C) C) Q
t o E. 0 0 0 0 0 0 0 666 c
I 4I 41 4 44 44 4 4 4. 4 4 4 4 <4 4
SERVICE AREA XI .
Child's Name
— A. Phys. Dev,
B. Ment -Emot. Deg.
C. Accept. of
parental care
D. Adjust. in Fam.
E. Adjust. to
_ substitute care
F. Rel. w/peers
G. Sch. Attend.
1. Reg.
2. Truant
3. Prev. court
H. School Perform.
I. Soc. Behavior
1. Rebel. - Details: '(on any 0 above areas
2. Chins Pet.
a. Date of Hear.
b. Adjudicated
c. Date of next hear.
3. Del. Petition
a. Date of Hear.
b. Adjudicated
c. Date of next hear.
Child's Name
A. Phys. Dev.
B. Ment.-Emot. . Dev.
C. Accept. of
parental care
D. Adjust. in Fam.
E. Adjust: to
substitute care
—F. Rel. w/peers
_ G. Sch. Attend.
1. Reg.
2. Truant
3. Prev. court
H. School Perform.
I. Soc. Behavior
1. Rebel. Details: (on any o above areas)
2. Chins Pet.
a. Date of Hear.
b. Adjudicated
_ c. Date of next hear.
3. Del. Petition
a. Date of Hear.
b. Adjudicated
c. Date of next hear.
- 22 -
,.s\ ,"%,
xCif
-P E E E E E E E 0.1
E E E 0.1
4
H x x x x x x x ° x x x x x
�I 4-1 c < c 4 a 4 a 4-1 < a 4-4 a —
SERVICE AREA XI
Child's Name
A. Phys. Dev. I -.
B. Ment.-Emot. Dew.
C. Accept. of
parental care
D. Adjust. in Fam.
E. Adjust. to
substitute care
F. Rel. w/peers — —
G. Sch. Attend.
. Reg.
2. Truant ._
3. Prev. court
H. School Perform.
I. Soc. Behavior 1
1. Rebel. Details: (on any o above areas
2. Chins Pet.
a. Date of Hear.
b. Adjudicated
c. Date of next hear.
3. Del. Petition
a. Date of Hear. .�
b. Adjudicated
c. Date of next hear.
Child's Name -'
A. Phys . Dev.
B. Ment.-Emot. Dev.
C. Accept. of —
parental care
D. Adjust. in Fam.
E. Adjust. to
substitute care
' f. Rel. w/peers
G. Sch. Attend.
1. Reg. -'
2. Truant
3. Prey. court
H. School Perform.I. Soc. Behavior {
1. Rebel. etails: (on any of above-areas)
2. Chins Pet.
a. Date of Hear.
b. Adjudicated
c. Date of next hear.
3. Del. Petition -'
a. Date of Hear.
b. Adjudicated
c. Date of next hear. -
- 23 -
WIN ASSESSMENT
NAME
(Use X to indicate w iii
^ statements are appropriate. ) a a a4-1
a) v cu
rncn
N
m .
45
co ui Q
I. To be completed i deter-
^
mined to be approp. referral
A. Motivation of Individual:
Wants to go to work.
Has specific expect. of
tng & employment.
Employment will provide
needed emot. outlet.
Client has own goals for
family.
Tng & employ. can help
_ achieve client goals.
Client has neg. attitude
toward involvement. _
B. Capacity of Individual:
Age & Hlth make referral
feasible.
Recent phys . exam.
Nee. Ment. Hlth exam.
Emot. problems are appar.
Has. formal educ. or
previous experience.
Has had voc. tng or On-
the-job training.
Has had succ. in prey.
work experience.
Work habits are estab.
Childr. can emot. permit
mother to wk outside hm.
Another rel. or sitter is
avail. to meet needs of Ch.
There is possib. that plan
might be harmful to Ch.
•
II_ To be completed if not approp-
riate referral:
Illness, incap. or adv. age
Too remote fr. projects.
Child attending sch. full-time.
� f
Is essential person for another
member of household.
Adequate child care not avail. -
Other ( )
- 24 -
/--4. r
4-1 44 44
v v v v v
Fl) N (0 N
.. . - co u1 uJ .. u1 ul
y
i+ y b , b u1 .4 W .t. (!W) _
.y N .cC co) Pi in
M .14 Q LRi
III. To be completed if referral
should be delayed. —
A. Reasons for ul.1y:
Too large a family for mother
to adeq. be trnd or work &
still meet needs of children.
Pregnancy.
Pre-school children.
Child w/problems. —
1. Soc. Adjustment.
2. Emotional.
3. Phy. handicap. —
Bad debts which could result
in garnishment. '
Lack of phy. or ment. hlth
to be successful at this time.
Is fearful of ft.ilure.
Lack of management for all
areas of responsibility & - —
would probably fail in all
areas .
Does not want to work or —
leave the home.
No feasible means of trans.
to get to training site.
Lack of essential home —
equipment, so physical job
of maintaining home becomes
unsurmountable or too --
demanding.
B. Length of time before
referral can be made: _
3 months
6 months
16 months
Other
- 25 -
WCDi=W 3-7C ,• "` Adult Social^`rvice Information
Intensive & _upportIve Needs Minimum .service Needs
(to be provided to 1Llp cent (To help with info. when the client
-- funct. In a meaningful way) is funct. effectively, but picture
- _ can be .improved)
I S Choosing a home.
11 How to select appr.
qtrs. Information.
12 'I How to make qtrs liv- 30 Dentist.
-- 1 ! - able, thru furn.& dec. . 31 WIN
13 '- I"--� How to maint. qtrs 32 Voc Rehab.
properly 33 ._.I Mental Health.
141 1 I Provide homemaker to a 34 _.._I Medicare & Medi-
aid in housekeeping caid
duties. 35 1 -- GIRA
Nutrition. 36 UNC Lab School
1S How to purch. food econ 37 CRLS
16 How to prep & pres . food 38 Salvation Army
17 How to plan diet. 39 Churches .
18 __,____! How to live within 40 Public Health
budget. 41 NYC
Adult Identity & Self- 42 Food Stamps
— Worth. 43 Community Center.
19 (---"1 ;� Help client express con- 44 —.-. Mentally Retarded
I ( filets & accept own Center
emotions. 45 r---.. Migrant Council.
—
2Q Counsel perm. disabled 46 L_1 Other
----I � 4 to accept situation.
21! Assigh"visiting couple" Guidance.
I____2. to widen soc. act. 47 Guide client in
with adults. �� dealing with
Participation in Retreat. government _1 •
& cultural activities. agencies .
22 ' h Help client choose 48 Guide client in
{ 14-- 1 approp. areas of int. 1 dealing with
Meaningful work. community.
— 23 # + I Arrange Tor compl. of 49 Guide client in
_- I I_I of high sch. educ. ; r_;_ dealing with own
obtain GED. family
-- 241 1- `� Help client enroll in
job trng. to learn 5: I I Other
new skills. L
_ 251 1 I Encourage client in re-
I I_J viving old skills.
Clothing.
26 r_.� What kind of cloth. to
--- 5-,.. buy.
27t -1 1-i How to repair & maint.
clothing.
28 Suggest sources of
,1 L• .I donated clothing.
29 '1 ,—) Other.
l
Client Harr:e Date of Visit _
HH No. _ Caseworker
—
(see over for detail of unmet needs)
- 26 -
Nature of Casework
All casework will be of a directive nature. The worker will
work with the recipient to determine the steps which the
recipient must take.
The steps will be in the nature of a contractual agreement
between the caseworker and the recipient wherein the worker
will outline, in simple terms, what the recipient should do
between this visit and the next visit, and will write these
items down on a memo of agreement. The specific agreement of
the recipient to each of the steps which the recipient is going
to take and the recipient's initial of the memo agreement will
r. help give the agreement substance. One copy of this memo
agreement is given to the recipient. The second copy will be
placed in the case record. The opening of a future casework
interview with the recipient will start with a review of what
the caseworker has done for the recipient and what the
recipient has done for himself. At such time as progress on
the case reaches that point wherein a new assessment of need
should be prepared, the old one should be indicated to be
superseded and a new assessment of need should be prepared
by the caseworker, presented to the supervisor upon
completion, and placed in the case record. The new
assessment of need may be prepared on the next column of
the form or, if the form has been fully used, on a new form.
- 27 -
Mf:DRAiv'DUM
of
Z GhEEMEi`JT
}.;y the
CLIENT PND TEE CASEWOR'<ER
The caseworker and have agreed
Recipz.en t
that the recipient will do the following things between this date
and the next caseworker visit.
1.
2.
3.
4.
5.
Signed this day of , 19
Caseworker Client
Comments:
- 28 -
Casework Service Goals
The overall goals of the caseworkers and the supervisor in
the total program must be to:
1. Limit casework to those needs wherein actual solutions
can be achieved.
2. Limit caseworkers to the actual performance of casework
and eliminate all clerical functioning.
3. Limit the recording need, plan or actual achievement
to an• indication of identified need.
The marking or "x" ing of a box on the proper form
and the support of this marking only when extremely essential
with comments, written ROC sheets, or dictated summaries
of ROC sheets should be the recording technique.
- 29 -
IcmoRANDUM
To : State Department of Social Services, Welfare Division
From: Carl S . Becker
Date: February 5 , 1971
Re: RS7410 revisions
The major areas of service as listed on the RS7410
appear to be inappropriate to many cases .
We have prepared a new breakdown of major areas of
service and recommend that the 7410 be revised to reflect
these new areas . The order of items as proposed reflects
the recommended ranking by casework supervisors in Family
— Service--Weld County . See copy attached.
•
- 30 -
Colorado Department of Social Services--Division of Public Welfare
Summary of Services to Families--AFDC (Workers Report)
Major Areas of Services
Present Proposed
1. Employment 1. Homemaking & Housing Problems
2. Child Care 2. Education for Family Living
3 . Foster care 3. Mental & Physical Health Needs
4. Prevention or Reduction of 4. Social & Environmental Factors
Births out of Wedlock
5. Family Planning 5. Child Rearing
6. Health Needs 6. Family Planning
7. Education 7 . Education
8. Homemaking and Housing 8. Money Management
Problems
9. Re-unite Families 9. Employment (includes WIN
Assessment)
10. Money Management 10. Refer to other Agencies
~ 11. Child Rearing 11. Confer with other professionals
12. Education for Family Living 12. Services to Children
13. Protective and Vendor 13. open
Payments
14. Protect. Serv. and Co-op 14. open
with courts
- 31 -
Part II
ASSIGNMENT OF FUNCTIONS
and.
RELATED PROCEDURES
- 32 -
Introduction
This portion of the report includes recommended changes in the
assignment of responsibilities and activities within the
organization. A detailed form and procedure for evaluating
foster homes on a significantly simplified basis is also
included.
- 33 -
MEMORANDUM
TO: Mr. Eugene McKenna
FROM: Carl S. Becker
DATE: February 26, 1971
SUBJECT: New Iritake Procedure
We have attached a new procedure for Intake which is
designed to speed up the processing of applicants for public
assistance.
The procedure is built around an "intake screener", whose
function is to briefly assess the potential applicant's current
situation and direct him to the agency employe who can best
handle his needs.
Use of the professional in the screening procedure will
eliminate long interviews with intake service workers when the
screener (a fully qualified caseworker) can determine that the
applicant's emergent need is only financial. The applicant is
then seen immediately by an eligibility technician.
- 34 -
.
New Intake Procedure
Family Services
Receptionist
I. Makes record of name, purpose of visit and arrival time.
A. Checks with master file room for previous case.
B. Notifies Intake Screener that client is waiting.
C. Records time client is seen, and by whom.
D. Redirects client, if Intake screener determines they
must be seen by Intake worker or Intake technician
(or both) .
Intake Screener
I. Fills out Face Sheet.
A. Fills out Pending Case master file card.
B. Makes manila file folder (or folders, if this case
will go to both an Intake worker and Intake technician)
for all new cases (re-opened cases will already have
case records) .
II. Assesses client's need.
A. If immediate need (crisis) exists.
(1) Helps client begin filling out application.
(a) If client is unsure about actually applying
for assistance, refer client directly to
Intake worker for in-depth interview.*
(b) If client's need is financial, refer client
directly to Intake technician.*
*All papers pertaining to the case are also sent (in manila file
folders, if new case) at this time'.
- 35
(c) If client is definite about making an
^-. application, but sett ^sr has other clients
waiting, the client will be asked to fill out
own application as much as possible while
waiting to be seen by the Intake worker or
Intake technician.**
B. If no immediate needs are identified:
(1) Helps client begin filling out application.
(see (c) above)
(2) Directs client immediately to Intake technician.*
C. If client decides not to apply but needs are identified:
(1) Face sheet and master file card are filled out.
(2) Client is referred directly to Intake worker.
D. If client decides not to apply and no needs are
-- identified:
(1) Screener handles whole procedure as an inquiry
following already established routines.
Intake Worker
I. Conducts in-depth interview.
A. Helps client fill out application if he so desires
(he may decide against applying) .
B. Determines extent of need.
r. (1) Takes steps to provide services indicated.
C. Refers client to Intake-Eligibility technician for
emergency financial aid and final interview.
II. Holds service case record.
A. Puts the application in file folder for use of Intake-
Eligibility technician.
B. Initials Pending Case master file card and attaches to
Technician's folder.
*All papers pertaining to the case are also sent (in manila file folders
if new case) at this time.
**Screener will leave all papers with the receptionist who will be
responsible for redirecting client to next interview.
- 36 -
). p.
Intake Technician
I. Helps client fill out application.
II. Initials master file card and forwards immediately to master
file room (except when client must see Intake worker next)
Application Clerk
I. Maintains Pending Case master file
II. Follows standard procedure for denied or approved cases
when they are received from Intake-Eligibility technician.
A. Pulls pending case file card and destroys (permanent
master file cards are made at this time.)
- 37 -
} S
Ho. �\
New Intake Procedure
GAP and AND
Receptionist
I. Makes record of name, purpose of visit and arrival time.
A. Checks with master file room for previous case.
B. Notifies Intake screener that client is waiting.
C. Records time client is seen, and by whom.
D. Redirects client if Intake screener determines they must
be seen by Intake worker or Intake technician (or both) .
Intake Screener
I. Fills out face sheet and Pending Case master file card.
II. Helps client begin filling out application.
III. Assesses client's need.
A. If no immediate need is identified:
(1) Direct client to Intake technician*
B. If a need is identified:
(1) Refer::client to Adult Division Intake worker.*
Intake Technician
I. Helps client begin filling out application.
II. Retains eligibility file and initials Pending Case file card.
Intake Worker (Adult Division)
I. Conducts in-depth interview.
A. Identifies needs.
(1) Plans services to satisfy needs.
II. Retains service case record and initials Pending Case file
card.
*All papers pertaining to the case are also sent (in manila file
folders, if new case) at this time.
- 38 -
} ,
A. For AND cases, makes home visit and writes social
study prior to approval or denial by State Department.
B. For OAP cases, makes home visit within required time.
New Intake Procedure
(When household already has caseworker assigned)
Caseworker will:
1. Fill out Face Sheet.
2. Fill out Master file card for Pending Cases.
3. See that application is correct and complete before
submitting to Intake Technician.
4. Forward file folder containing application and Pending
Case master file card to Intake Technician.*
5. Keep service portion of case record until notified
otherwise.
*Intake Technician will immediately initial file card and forward
to Master File room.
- 39 -
- .-.
ION
MEMORANDUM
To : State Department cf Social Services, Welfare Division
From : Carl S . Becker
Date : January 4 , 1971
Re : Group Casework
OAP recipients have a mutual concern for many
problems , which caseworkers find they must deal with re-
peatedly . Some of these problems relate to the filling
out of the redetermination form .
We recommend that group casework be initiated for
OAP recipients who are designated for minimum service .
These group sessions could be set up at a central* loca-
tion and arrangements made for transportation of those
clients who need it .
The session will provide a social outlet for the
pensioners , as well as a forum for their questions . If
necessary , the caseworker can make appointments to deal
with a client ' s specific problems .
*We are devising a system under which redetermination dates
will coincide for all recipients residing in a defined area
of the county .
- 40 -
MEMORANDUM
To: State Department of Social Services
Welfare Division
From: Carl S . Becker
Date: March 1 , 1971
Re : Combining of Day Care and Foster Home licensing
The criteria for ovaluating of foster homes and
day ca7:e hones , and the requirements for reporting this
information , appear to be basically the same . This is
supported by the fact that the same forms (Ex: CWS 37 )
are used in both instances , and the same study outline
guide is required by the manual (A-7234 . 72) .
On the basis of the similarity of the two programs ,
we recommend that the responsibility for licensing of
day care homes and foster homes be consolidated into one
position in the county departments .
- 41 -
MEMORANDUM
TO: Eugene McKenna
FROM: Carl S. Becker
DATE: January 26, 1971
SUBJECT: Transfer of Nursing Home Cases
The transferring of cases between the Adult Medical
Services section and the regular Adult Services section appears
to create unnecessary paperwork. Clients move in and out of nursing
homes frequently and each change entails a major shift of paper.
We recommend that the records of any recipient who
enters a nursing home be transferred to, and retained in, the Adult
Medical Services Section regardless of whether that recipient returns
to his home at some future date.
- 42 -
MEMORANDUM
To : State Department of Social Services
Welfare Division
From: Carl S . Becker
Date : march 1 , 1971
Re : Foster Home Evaluation Procedure
Present procedures for evaluating prospective
foster parents , and recording this information , appear
to be redundant.
An application (CWS 6) is completed by an interested
couple and returned to the Department . This information ,
along with a detailed account of every aspect of the family ' s
past and present life , is then dictated and typed in the
record.
The dictation thus consists of :
1 . A repetition of the factual information from
the application.
2. An exhibit of the worker ' s knowledge of what an
"ideal" foster family should be--disguised as a social study
of a particular family .
3. In the required re-evaluation the repetition of
previous information is again presented, even though the
situation rarely changes enough in one year to warrant a
complete re-assessment.
We recommend that dictation be limited to information
which cannot be adequately recorded on any of the following
forms:
CWS-6 Application to Care for Children
CWS-11 Physician ' s Report on Foster Parent
(for all adults in home) . Supplemental
form to be used for natural children in home .
CWS-42 Reference letter ( to be re-designed for use
in all child care situations ) .
Family Foster Home Study checklist - our design
(copy attached)
- 43 -
f
FAMILY FOSTER HOME STUDY
and
EVALUATION BASED ON MINIMUM STANDARDS
NAME Foster Home No.
DATE
I. Initial evaluation data.
A. First heard of program.
[Q Through friends.
C7 Through relatives.
d News media.
— 0 Other ( ' )
B. Motivation basis.
L7 Fulfill personal need
(explain below)
/? Can't have own children.
/7 Charitable intent.
/7 Monetary reward.
C] Looking for child to adopt.
/_7 Negative reason (ex. exploitation of child
wish to relive own life
I plan of treatment for marriage)
e I L7 &ther I( 1 I )
C. The foster mother & father.
F M
Z:7 L% Has set reasonable goals
for self & children.
/7 /_7 Has set reasonable
standards.
7-7 /-7 Expectations are flex-
ible & can be modified.
C7 /7 Is available (time-wise)
when needed most by
child.
/7 /7 Has clear self-image &
understanding of role as
parent (division of
responsibility is clear
but decisions are mutual)
/�- L7 Understand effects of
various methods of dis-
cipline (verbal,
corporal, withdrawal)
•- L7' L:7 Is tolerant of possible
deviancy or short-
comings of natural
` parents.
1-7 Cl Has capacity to give w/o
expectipg immediate
return.'
I Comments d I
On following pages use X to indicate affirmative evaluation. Explain any
unchecked items (on required areas) on separate sheet.
- 44 -
W
/'` r IH H H m ro
++ a s awl a a 01 a ai a 01 a
•H }+ 4 1 44 tri g1 ro.) aall� 4.1 1 .1-1 1 4
HHq O.i La Ci PI' f� q 6:4 C4
II. Requirements to be met by —
Foster family.
1. Parents ' image c:1 role fits
needs of foster children
and agency.
2. Parents ara emotionally
mature & secure in marital
and family relationships.
a. Parents relate well to
natural children.
b. Natural children relate
well to each other.
c. Natural children relate
well to foster children. .�
3. Parents understand the
problems of growing child-
ren & have not lost touch
with the times.
4. All members of family are
willing to accept foster
child as member of family
group.
5. Family includes father and
mother (or has been excepted _
from this requirement-
explain in Part I Comments)
6. Parents cooperate fully with
the agency.
a. They understand that
legal authority rests
with the agency.
b. They understand that all
planning for child's own
family is done by agency. _
c. They accept the role ofd.
the agency as mediator &
use it constructively.
7. Confidentiality is observed
by all foster family members.
8. The family has had experience
in meeting crises & has
learned to use outside
resources in doing so.
9. The family has reliable
income source & money
management.
10. The family is able to
tolerate change & disruption.
11. The family is permeable-
members can enter or leave
w/o trauma to family;
strangers are accepted
readily.
12. The family is in reasonable
conformity w/norms of society.
The parents have reputable
character, values & ethical
standards. -
- 45 -
•
A •
•
•
•
•
l
m• 5.4 w cc,
CC ro
F a1 W COW WW WW ail a N
4-1m aim aim aim 4-1 v � vm
NHL] Riq fY. LI O.iA CC GI O.4Q
III. Minimum Standards : the home;
location, housing & equipment.
1. Home is located in neighbor-
„ hood conducive to well-being
of child, where child can
attend school regularly.
2. Home has no unnecessary
hazards to children & meets
local and state fire
regulations.
3 . Indoor & outdoor space &
facilities for play are
adapted to ages & needs of
,-, children.
4. Water supply is tested &
approved. (Annual approval
required in rural areas)
5. Adequate & sanitary bathing
& toilet facilities avail-
able.
6. Housing conforms to state
& local r?gulations for
light, heat, plumbing,
ventilation & adequate rooms .
7 . Sewage; garbage disposal
meet state & local regu-
lations.
8. Surroundings are homelike,
clean & well managed.
9. Food is properly cared for
& prepared. Special diets
and formulas are provided
when necessary.
10. Dishes are washed in hot,
soapy water & rinsed in
hot water (170 degrees
minimum) .
IV. Minimum Standards : The Foster
Family Attitude, Health, Income
and Records
1. Foster parents & other
persons in home are of good
moral character.
2. Foster parents & other
persons in home are emotion-
ally stable & have genuine
interest in children.
3 . Foster parents & other
persons in home do not use
profane or obscene language
& are not addicted to the
use of intoxicants or
narcotics .
- 46 -
•
U1
•i>�+ i .-t � i
'-
4 r•4
4- Et
Ctl
W ID Wi a) W al CU al e a) W CU
*II 44 +, I +, 1 1 4+ I ++ 1 4-+
:q1-9 a & AA MA ark A'
4. Foster parents (will fulfill) -
are fulfilling responsibility
to provid& religion' training
in the faith of child's `^
natural parents.
5. Foster parent:: are aware of
importance of cultural & _
educational training for
children and are of an age
& flexibility to share in
child's development.
6. Medical reports on all per-
sons in the foster home sub-
stantiate sound mental health,
freedom from communicable
disease or any handicap that
would affect the child.
7. Foster parents are alert to
any signs of illness & seek
medical help.
8. Discipline excluding harsh
punishment and is tailored to
the individual child. Author.
ity to punish is not dele-
gated to older children.
9. Foster mother is employed
outside the home but meets
the criteria* for this
action.
*See detailed minimum stand-
ards pamphlet.
10. A competent adult is left
in charge of the children
during foster parent's
absence.
11. The foster parents are not
conducting a rooming or _
boarding house for adults
that would be a detriment
to the best interest of the
child. ..
12. Reports of missing are being
made promptly to the proper
authority & to the parent,
guardian or supervising
agency.
13. Reports are made to the
juvenile authority if parents
have not been in contact w/the
foster child for some time w/o
satisfactory explanation.
- 47 -
n
W v
•
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++ G1 N G1 Gl 1 Ol Ol 01 Ol 0.101
a A NW pcO a A MS
14. The foster family has
promptly reported changes
e. of address & any accident
or illness which occurs in
the home.
15. The foster family has not
accepted children from any
other source w/o permission
of the certifying agency.
- 16. The foster family is keeping
adequate records* on each
child.
*See detailed minimum
standards pamphlet.
V. Minimum Standards : The Foster
-- Child. Health, Happiness and
Proper Care.
1. Proper procedures w/regard
to the children s ' health
(including diet) are being
followed. (See details in
minimum standards pamphlet)
2. Opportunity for normal :social
contacts outside the family
are`provided.
-- 3. Training in good health
habits is being provided.
4. Adequate clothing & inciden-
tals are supplied for each
child.
5. Suitable study areas &
necessary school equipment
are provided for each child.
7. Foster children are not
exploited.
8. Infants, under the age of 2,
are being cared for according
to explicit standards out-
lined in standard 5 of
minimum standard pamphlets.
- 48 -
CO •
r1 .4 '-1 r-I r1 rl r-i
cti
co
}I C) N W G) Will W N N Ili Wei
IM r 44 I {.J 1 {J 1 44 1 }J 1 4-I .—
VI. Evaluation is ccl CU A `� a ° a o°7c
Home is adequate
Home is average •�
Home is above average
Comments:
VII. Recommendations
Home shou_2 be apprcred
Home should be denied
Comments:
VIII. Home Approved for:
# of children (enter figure)
Sex of Children (enter info)
Ages (enter: Ex. 3-12) 1
*Specific child or children
Child over 16
Receiving home
Work home
Comments:
*List names here
- 49 -
iPIPI1
3
r—{ V r—ica
ca
a) N N GJ Cu Ol N CU a) OJ N tlJ
'VI 14-s 1 4-I 1 4J 4i c4 I -
ca
mA A aA s A aA
IX. Home could be used for:
-- Emotionally d sturi.cd children
Adolescents
Special home for adolescents
Minority groups
Jewish
Physically handicapped
Mentally handicapped
Convalescent care
Catholic
Receiving home
•�� Other
Comments:
PIMA
S
50 -
Department of Public Welfare
CWS-42A
t .
Date
Dear
has applied for a license to care
for children and has given you as a reference. As the main purpose
of licensing is to protect children, we would like your opinion of
this person's genuine liking for children, state of physical and
mental health and standards of personal behavior. The information
that you give us will be held in strict confidence. It is also
realized that personal opinions may vary, therefore, your statement
will only be a part of the final evaluation.
For your information, we have enclosed a copy of the rules and
regulations that apply to the type of facility this person wishes to
operate. Thank you for your cooperation.
Sincerely,
r
How long have you known this person?
Make a statement about this person's emotional stability and moral
character.
State your opinion of this person's ability to work with children.
Are there any specific factors that you feel need to be considered in
evaluating this person for a child care license?
Wy do you think this person wants to care for Children?
Additional comments may be made on the reverse side.
PLEASE MAIL TO THE ADDRESS INDICATED ABOVE.
(Signature)
- 51 -
•
MEMORANDUM
To : Eugene McKenna
From: Carl Becker
Date : March 1 , 1971
Re : Foster Home form
We have made several recommendations to the State
Department of Social Services for changes in Foster Home
evaluation procedures . A copy of our recommendations is
attached.
In addition to these changes , we recommend that you
discontinue using the Weld County form "Foster Home Infor-
- mation Sheet" which is being utilized as a preliminary
application. Information on this form merely duplicates
that required on the CWS 6 application.
- 52 -
~ Part III
ADMINISTRATIVE PROCEDURAL CHANGES
- 53 -
Introduction
This portion of the report is devoted to procedural
changes which will simplify processing, eliminate
unnecessary work, provide better planning information
and improve the total control process.
- 54 -
MEMORANDUM
To : State Department of Social Services, Welfare Division
From: Carl S . Becker
Date: February 5 , 1971
Re: Printing address labels from EDP
We have requested that information stored in your
EDP system be utilized to print gummed labels for addressing
redetermination forms .
Mr . Kepler has informed us that implementation of this
request is being delayed because a significant number of 700 ' s
do not show a redetermination date.
We recommend that gummed labels be printed for those
recipients whose redetermination date is available . The
counties will then be aware of which 700 ' s lack a redeter-
mination date and can send in a correction showing the date .
Over a year ' s time this information should then be correct
and complete .
- 55 -
•
MEMORANDUM
To : State Department of Social Services, Welfare Division
From: Carl S . Becker
Date : February 5 , 1971
Re: PA-2A revision
The requirement that names of all persons on the
grant be typed on the PA-2A before mailing to an AFDC , AFDC-U
or WIN recipient for redetermination imposes an unnecessary
burden on county eligibility stenos .
We recommend that the first page of the PA-2A be
revised , as shown on sample attached.
This will permit utilization of gummed address labels
(which we have requested to be printed by the State EDP unit )
for mailing the PA-2A .
Asking the recipient to list names of adults and
children in the house may also provide a means for spotting
discrepancies in the original or previous declaration of
eligibility .
.-
- 56 -
COLORADO ST:"TE DEPARTMENT OF SOCIAL SERVICES
DTVISPTIN OF PUBLIC WEI,iARE
REDETERMINATION OF ELIGIBILITY DECLARATION-AFDC-AFDC-U-WIN
County Welfare Department
This form will be used to make sure you are still eligible for welfare
payments . You may ask relatives, friends, or others to help fill out this
form. Then sign the form and return it in the enclosed envelope. If you
have any questions, please call the Eligibility Technician.
HH No CAT TECHNICIAN
Name:
Address co basic suf position n.
City, State, Zip
DATE MAILED
/ /
mo. day year
1. At the present time you are receiving a Public Assistance Grant. The
needs of all eligible persons in your household (Adults and children)
were included in the last money payment you received. Indicate all
persons who continue to live in your household. Fill in the additional
information requested for each child.
Adults in Grant Are these
adults living
in your home?
suf Name :
Last First Middle yes no
PLEASE FILL OUT THE FOLLOWING
PAGES COMPLETELY AND RETURN
IN ONE WEEK.
Children in Grant r Birth Is the ! Are these Is the Where is the
date child in! children Mother child's
school living in in the father?
your home? home?
suf Name: mo/day
Last First Middle yr yes no yes no yes no
- 57 -
r 'r
MEMORANDUM
TO: Mr. Robert Kepler
State Department of Social Services
FROM: Carl S. Becker
DATE: March 1, 1971
SUBJECT: Requests for Revision on RS 700
Contemplated changes in service casework have eliminated
the need for placing the caseworker number on the RS 700. We
would like to request the following:
"Intake Worker" space - Place Eligibility Technician No.
"AssJd' Worker" space - Place census tract no:.
_ The census tract code would be used to group cases
geographically for redetermination home visits.
- 58 -
1
1f' I-'
MEMORANDUM
To : Eugene McKenna
From: Carl Becker
Date : February 8 , 1971
�- Re: Procedure for change of address
The original copy of the change of address form ,
which is now being routed to the Business Office , should
be sent directly to the master file clerk .
All changes in the Business Office must be made on
the basis of an RS700 , which is submitted by the eligibility
secretaries according to established deadlines . The practice
of trying to match change of address forms with the 700 is
merely a duplication of effort and can delay the updating
of master file information for as long as a month.
It should be impressed upon all employes that ad-
dress change information must reach the eligibility stenos
in time to have the 700 typed before checks are mailed. The
700 will be the only source for address changes sent by the
Business Office to the keypunch operator .
- 59 -
f V
/1
COPY
MEMORANDUM
TO: All Staff
FROM: Fred M. Rutherford
DATE: March 8, 1971
SUBJECT: Change of Address
Please disregard the procedures for address changes as
outlined in the memo dated July 9, 1970.
Computer services have changed the procedures for writing
the public assistance checks. The business office will only
process the RS 700-2 form. The new procedure will provide a
more current address to the master file clerk.
The address change form is being revised but will not
have any effect on the distribution of the new form.
Changes of address can be initiated by any staff member.
It will be completed in triplicate.
The first copy is sent to the master file clerk.
The second copy is sent to the eligibility secretary. A
RS 700-2 is completed and sent to the business office.
The RS 700-2 must reach the business office by the day
before the mailing of the checks. This copy of the change
of address is then given to the technician for further
action, i.e. budget revision, inter-county transfer and.
discontinuation for out-of-state residence.
The person originating the address change should indicate
whether it is permanent or temporary with a time limit indicated.
Please indicate to whom you are sending the form in the
upper righthand corner of the form; separate and place in basket
for distribution.
Your adherence to these procedures will be appreciated.
FMR:ss
- 60 -
,-.
MEMORANDUM
To : Eugene McKenna
From: Carl Becker
Date : January 26 , 1971
Re : Use of Kardex file in Business Office
It has come to our attention that all payments
are again being entered in the Kardex file in the business
office . This is contrary to our recommendation that only
changes in payment amount be noted in the Kardex .
We recommend that all agency employes be advised
of the new system of entering only changes in payment ,
so that they will not be confused when they have occasion
to refer to the Kardex . (This confusion was given as the
reason for reverting to the old system) .
- 61 -
MEMORANDUM
To : Eugene McKenna
From : Carl Becker
Date : January 26 , 1971
Re: Filing of computer print-outs
The computer print-out sheets for the recipient and
employe payrolls should be kept in chronological order in
hard-cover binders designed for this purpose . This pro-
_ cedure will ensure that valuable records will not be mis-
placed and that current information is easily accessible .
We recommend that you purchase a sufficient number
of covers to serve the needs of the Department.
- 62 -
MEMORANDUM
To : Eugene McKenna
From : Carl Becker
Date : January 26 , 1971
Re : Date of issuance of welfare checks
The practice of issuing all welfare checks on the
same day of the month is causing an unnecessary bulking
of work at the Food Stamp sales office.
We recommend that you stagger check issuance dates
so that not all recipients will desire to purchase Food
Stamps on the same day of the month.
This could be accomplished by issuing all OAP
checks on one day and ADC checks on two other days (split-
- ting the mailing by Household number ) .
- 63 -
MEMORANDUM
To : State Department of Social Services, Welfare Division
From: Carl S . Becker
Date : February 5 , 1971
Re : Procedure for mailing case records to Quality Control
The lack of an appropriate mailing envelope to be
used for sending case records to the Quality Control unit
in Denver is causing unnecessary work for county employes .
County employes , in an effort to preserve the case jacket
from destruction in the mails , are removing the case record
contents and placing them in ordinary file folders . The
papers must then be refiled in the case jackets when re-
- turned by Quality Control.
We recommend that a supply of padded mailing enve-
lopes be provided to the counties for sending case records
to Denver . These envelopes would then be used by Quality
Control to return the case records to the counties .
- 64 -
MEMORANDUM
To : Eugene McKenna
From: Carl Becker
Date: March 4 , 1971
Re : Use of "out" cards
Missing case records continue to pose a problem in
the Department. Most of these problems could be eliminated
by enforcing the requirement that an "out" card* be used.
We recommend that you purchase a supply of "out" cards
and make them available to all employes , with instructions
to use them oven if they are taking a case record "for just
a minute . "
*This is a letter-size card designed to indicate a missing
file folder ; it provides space to show who has removed a
particular file , and the date it was removed .
- 65 -
t .
MEMORANDUM
To : Eugene McKenna
From: Carl Becker
Date: February 8 , 1971
Re: Filing inactive case records
The cardboard file cabinets presently used for filing
inactive cases are not suitable for this purpose . They are
not sturdy enough to permit one person to do the frequent
filing which is necessary with the ever-changing welfare rolls.
We recommend that you purchase ten 5-drawer metal file
cabinets to he used for inactive case records. These cabinets
and those metal cabinets which are already available* for fil-
ing inactive cases should be placed in the basement room
formerly used as a coffee room.
In the interim period the filing situation can be im-
proved by arranging for some manpower to shift drawers around
so that all cases are in numerical order . This disorder oc-
- curs in three separate areas--the master file room and its
annex, and the basement file room at the foot of the stairs .
The basement file room should also be cleared of non-
case record storage , and the case records of those people
who are deceased (the case records of the latter can continue
to be stored in the cardboard cabinets) . There is storage
space available in the room formerly used for Addressograph
equipment.
*Some drawer space is not properly utilized in the file cab-
inets already in use in the master file room and its annex .
Other cabinets may be available in the building , if a need
for them is made known to employes .
- 66 -
•
C O P Y
MEMORANDUM
TO: All Staff
FROM: Gene McKenna
SUBJECT: Pending Case Master File Card
DATE: March 9, 1971
A new procedure, designed to provide a master file of
pending cases, is being initiated as of this date.
— A pending case master file card (copy attached) will be filled
out for each new case by whomever initiates action on the application.
For example:
Intake Worker
Eligibility technician (Intake)
Case Worker (If a case is already open in the household)
The initiator will fill in all available information on the
card and initial; he will then forward it with the case. If the
applicant will not be seeing any other employee, the card will be
sent immediately to the master file room. The eligibility technician
(Intake) who normally is the last employee to handle a new application,
will initial the card and forward it immediately to the master file
room.
The pending case master file card will be maintained in the
master file room until definite action (approval or denial) is taken
on the case.
Blank cards are to be made available to all areas where there
is a need, i.e. receptionist, service secretaries, etc.
Attachment
- 67 -
PENDING CASE MASTER FILE CARD
Name HH# Cat.
Last Name First Name
Services
Intake Worker Date /7 Only
Elig. Tech. (Intake) Date j-7 Making
Applic.
Caseworker Date
Comments :
This card MUST reach master file room on same day application
process is initiated.
- 68 -
Part IV
FORMS
- 69 -
Introduction
This portion of the report contains new forms which
have been designed and amendments of existing forms.
All forms designed during this period are not necessarily
included in this portion of the report, but are in some
instances attached to the actual procedural material.
- 70 -
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— 71 —
•
MEMORANDUM
TO: Mr. Eugene McKenna
FROM: Mr. Carl S. Becker
DATE: March 1, 1971
SUBJECT: Printing of Stationery and Forms
All stationery and forms used by the Agency should be
printed without the names of persons so that they will not be
rendered obsolete by changes in personnel.
This would also apply to the use of Commissioners ' names.
- 72 -
MEMORANDUM
To : Eugene McKenna
From: Carl Becker
Date : February 19 , 1971
Re : Change of address form
The change of address form which is being used at
this time is inadequate . We recommend that you adopt the
following form and have it printed in triplicate on NCR
paper .
CHANGE OF ADDRESS
Date Effective H .H. # Category
Name
Old MAILING address
New MAILING address
Residence address (if different from above )
Original - Master File Clerk Remarks :
2nd Copy - Eligibility Secretary
3rd Copy - Services Secretary
WCDPW 2-71 Initiated by
10.4
- 73 -
Part V
FOOD STAMP OPERATION
- 74 -
Introduction
This portion of the report is concerned with an evaluation
of problems in the food stamp operation as it faces an ever_
increasing volume, and the development of solutions to those
problems.
- 75 -
MEMORANDUM
TO: Mr. Eugene McKenna
FROM: Mr. Carl S. Becker
DATE: December 15, 1970
SUBJECT: Food Stamp Operation
We have again evaluated the food stamp operation and our
recommendations for alleviating the problem areas are as follows :
1. A separate case numbering system should be initiated
for non-PA food stamp recipients. The practice of
assigning We'.�:'3re Department case numbers to non-PA cases
is creating chaos in the Welfare Department filing system.
If a non-PA food stamp recipient becomes a PA recipient
at a later date, the non-PA case number can be dropped
and the case assigned a normal Welfare Department case
number.
2. A safe large enough for storing the food stamp supply
should be provided at Island Grove. It could be located
either in the trailer or in the Child Welfare building.
The possibility of moving the large safe now in use at
the main welfare building should be considered. A smaller
safe could be purchased for welfare business office use.
3. Signs directing food stamp clients to the proper door
(see our procedure attached) of the trailer and listing
business hours should be installed at once.
4. The food stamp mail order secretary should be provided
with a supply of postage stamps. This would allow food
stamp orders to be mailed out directly from the food stamp
office and avoid the one or two-day delay caused by the
necessity of routing all mail through the main welfare
building.
Food stamp books can be weighed and a chart of standard
postage amounts prepared so that purchase of a postal
scale will not be necessary.
5. A lock should be installed on the food stamp sales office
door for security.
6. Benches should be installed in the south waiting room of
the trailer. More seating space will be necessary with the
adoption of our procedure for processing all food stamp
— clients (sales and certification) through the Control
Technician.
- 76 -
•
7. The food stamp file card (3 x 5) presently in use
should be adapted to serve as a master file for mail order
clients, per sample attached.
8. A mimeographed appointment slip (per sample attached)
should be used for food stamp clients in place of the
relatively expensive caseworker appointment card now
being utilized.
9. Better use must be made of food stamp division employes '
time during periods when work is slack or when the office
is closed to clients . This time should be spent keeping all
files up to date, including those in the sales office.
It will be the supervisor's responsibility to see that
each employe is engaged in a productive endeavor during
working hours. He will make note of any tasks which are
routine in nature and can be done by any employe at any
time. This would include filing in any area of the
operation.
10. A procedure for handling food stamp sales and certifications
must be implemented. This procedure (amended copy attached)
will eliminate the bottleneck created when a client reaches the
sales clerk's window and discovers his papers are not in
order. It will also eliminate the need for the Control
Technician to stand at the end of the sales line as a
"cut-off" point. (The Control Technician now stands at the
end of the line and advises late-comers that the sales
office is closed. )
- 77 -
Pftft
Food Stamp Forms
To be printed on reverse side of present food stamp file card
(3 x 5) for use as mail order master file:
Money Received To Sales FS21 FS22 FS23
Date Amt Type Clerk Sent Sent Sent Comments
mom
omm
awn
To be mimeographed for use as appointment cards for food stamps:
Food Stamp Appointment
FOR:
ON:
(day of week) (Date)
ATi A.M. P.M.
Weld County Department of Welfare
Greeley, Colorado
7a -
Food Stamp Procedure - Amended for use in new trailer December 21, 1970
1. All food stamp clients will report to the Control
Technician at the south door of the trailer and will
receive a pre-numbered tag.* On busy days, the Control
Technician or a helper will take I .D. 's in exchange for
the number tag at the trailer door until capacity of
waiting room is reached. These clients will be processed
'- before allowing more clients into trailer.
2. The Control Technician will note on the FSSO Form
(copy attached) the tag number, last name of client and
purpose of visit to the office.
3. If client wishes only to purchase food stamps, the
Control Technician will acquire, from the client, his
ID card. The Control Technician will write, in pencil,
the tag number on the client's ID card and ask the
— client to wait.
A. Control Technician will give the ID card to the
Thinner (a Food Stamp office employe designated for
the job by the supervisor) . The runner will check
the ID card against the F59 on file.**
(1) If the FS9 indicates the client is properly
certified, the runner will check the name off
the FS50 list and sent the client to the sales
office with his card and FS9. On busy days,
clients will be sent to the sales office in
groups as called for by the sales clerk. The
first client in the group will carry the FS9's
for the group and give them to the sales clerk.
(2) If certification is not valid, according to the
FS9, the runner will inform the client (identified
by the tag number), return the client's ID card,
and ask him to report to the Control Technician. The
Control Technician will note on his FS50 list
the change in "purpose" and ask the client to
wait. (See 4 (1) below)
4. If client has an appointment to make application or be re-
certified for food stamps, the Control Technician will
check the name off the appointment calendar. Appointments
are to be entered on the FS50 one-half hour before actual
time to assure service to the client. If client does
not appear for the appointment, his time can be re-
- assigned to another client.
A. If client has no appointment, he will be informed by
the Control Technician of the approximate time he will
be served. If he chooses to make an appointment for
a later day, the Control Technician will not issue a
_ number tag to this client.
*Control Technician will stop issuing numbers when maximum capacity
has been reached. Tentative numbers can be issued after this point
in case more clients can be served.
**The F59 files will be moved from the sales office to the
certification office.
- 79 -
B. Clients waiting for certification will be called,
by tag number, by the Control Technician as
Eligibility Technicians are available to serve them.
The Control Technician will also handle certifications
when he is free to do so.
(1) Clients who have been pulled out of the sales
line (3 (2) above) will be given the first open
appointment spot in order of their tag numbers.
— They have priority over clients who have not
made appointments (4A above)
S. When certification process is complete:
A. If the client wishes to purchase food stamps
immediately, the Eligibility Technician will note
client's tag number on his ID card and ask client to
wait in sales office line.
B. If client does not wish to purchase food stamps, the
Eligibility Technician will keep the number tag and
return it to the Control Technician.
C. The Eligibility Technician will take client's papers
to the typist immediately. Papers for those clients
who wish to purchase food stamps immediately will be
marked "emergency" so that the typist will process
the papers promptly and have them available (with ID
card attached) to the cashier by the time client
reaches head of sales line.
6. When food stamp cashier has on hand the ID card and FS9
for one or more clients, he will begin serving clients in
ordew by tag number.
A. Cashier will notify Control Technician, by telephone,
when he can serve more clients (the waiting area in the
sales office is limited; therefore, on busy days when
the weather is bad, many clients will have to wait
in the larger room at the south end of the trailer) .
B. Client will give his number tag to the Control
Technician when called to go to the sales office.
— (Cashier will erase pencil notation
of tag number off the ID card before returning it to
the client.)
C. Normal sales procedure will follow.
(1) On peak over-the-counter days, each cashier
— will have his own supply of food stamps and an
FS 11 for recording sales. Each cashier will
tally his sales at the end of the day in
accordance with established procedures.
- 80 -
res
7. The Food Stamp office staff will be as follows :
A. Maximum:
1 Control Technician
3 Eligibility Technicians
1 Typist and a back-up secretary
1 Runner
2 Cashiers
B. Minimum:
1 Control Technician
1 Eligibility Technician
1 Typist
1 Cashier
- 81 -
}
FS50
CONTROL LIST
FOOD STAMPS
Seen by
Tag Client's ' Certifi- at sent Comments
Number Name Sales ! cation to Bales
- 82 -
DEMGRANDUM
TO: Mr. Eugene McKenna
FROM: Mr. Carl S. Becker
DATE: December 21, 1971
SUBJECT: Food Stamp Mail Order Procedure
There appears to be some difficulty in sorting out food
stamp money orders from reicbursemert funds received by the
business office.
We recommend that all food stamp mail order clients be
reminded to designate "Food Stamps" as part of the mailing address
each time money is sent to the Welfare Office.
- 83 -
mUORANDUM
To : Eugene McKenna
From : Carl Becker
Date : February 8 , 1971
Re : Food Stamp Unit operation
Our latest observation of the operation of the Food
Stamp Unit has revealed the following deficiencies :
1 . Lack of supervision is a continuing problem.
Most employes in the unit appear to lack the initiative to
proceed with necessary tasks , or to switch to more impor-
tant tasks as the need becomes apparent. An example of
this occurred last week when all the technicians continued
to file FS9 ' s while clients (who had verified appointments)
waited for certification. This lack of initiative must be
compensated for by the close and continual guidance of the
supervisor . On the day cited above , as on other days , the
supervisor appeared oblivious to the situation.
2 . Present staff is not being utilized to the best
advantage . Each employe should be aware that it is neces-
sary that he step in and perform any task for which he is
qualified when the need exists . For example :
a . Either secretary , or any tech, can fill in
when filing needs to be done;
b . The Control Tech can handle certifications
when necessary , by having the secretary take over the con-
trol function (on low volume days ) ;
c. The supervisor should be ready to personally
step in to fill any void at any time , or to shift personnel
to fit the situation.
3. The maximum number of applicants and recipients
are not being seen by the technicians , due to an overly
strict policy on appointments . Appointments are made on
a basis of 10 per day per technician , however , quite often
people fail to keep an appointment , which leaves a free
period for at least one technician . Tentative appointments
could be made with drop-in clients each day--with the under-
- standing that they will be served if someone does not show
for an appointment.
Also , it is evident that each technician can
handle more than 10 appointments each day. During the ob-
servation on Tuesday , February 2, 1971 , one technician was
- 84 -
— r .
memo to Eugene McKenna Page 2
absent , but 31 clients were easily seen by the two techs
on duty . These were all re-certifications (new applicants
are seen only on Wednesday ) , which process takes an average
of less than 20 minutes . One tech should be able to handle
15-20 re-certifications each day ; 15 would allow over an
hour and a half of "free" time .
4 . The group sessions appear to be a very ineffi-
cient means of certifying new applicants . Under the proce-
dure now in use it takes as much (or more) time to certify
one applicant by the group method as it takes to process
him on an individual basis . This is due to the fact that
during the half hour preceding the start of a group session
and during the actual group orientation (conducted by one
tech) the other techs are doing nothing . The techs are
doing nothing because no individual appointments are made
on "group day . "
On the day the office was observed , only two of
the nine appointments showed up for the morning group ses-
sion . They were handled individually (as were some drop-ins ) .
Two people did not show for the afternoon session , however ,
one quite angry client , who wanted to be recertified , was
turned away , because "we just can ' t squeeze you in until
February 16 (almost two weeks ) . The three techs on this
day handled only 20 applicants . If individual appointments
had been made , each tech could have seen 10 people (this
allows one-half hour per client and two hours of inter-
spersed "free" time ) . The Control Tech could also see clients
on slow days , and especially on Wednesday , when sales are
closed.
5 . The procedure developed by the Carl S. Becker Co .
for handling the entire sales and certification process is
not being consistently followed. While it may be necessary
to adapt the procedure (the issuing of number tags when
clients are arriving one at a time is obviously superfluous ) ,
it nevertheless is important that the basic theory and pro-
cedure be adhered to at all times .
6 . The "Inquiry" form now being filled out by ap-
plicants at the group orientation should be given to each
person who makes an appointment (individual ) . The form
can be filled out by the applicant before he returns for
his appointment. This will save much of the technician ' s
time in filling out the FS 3 and 4 .
- 85 -
r
•
Part VI
SPACE ALLOCATION
and USE
- 86 -
Introduction
This portion of the report is concerned with the effective
use of space. New space allocations for the separated
family service units have been prepared in order to place
secretaries adjacent to the caseworkers for whom they
work.
87 -
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- 89 -
,-. •
January 26, 1971
Mr. Clementz
Building & Grounds Superintendent
Weld County Courthouse
Greeley, Colorado 80631
Dear Mr. Clementz:
We would like to suggest that the problem of providing
convenient parking for employes of the Welfare Department at
Island Grove could be alleviated by posting the area along the
front sidewalk "Employe Parking Only, Between Signs. "
This should discourage Food Stamp clients from parking in
this area.
We appreciate the extensive help you have been over the
last year.
Thanks again.
Carl S. Becker
The Carl S. Becker Company
Management and Planning
Consultants
CSB/ad
- 90 -
Part VII
POLICY CHANGES
in the
PERSONNEL AREA
91 -
Introduction
This portion of the report is concerned with the recognition
of certain operational problems in the personnel area and
suggested solutions to those problems.
92
•
MEMORANDUM
To : State Depaitment .of Social Services, Welfare Division
From: Carl 5 . Becker
Date : February 8 , 1971
Re : Problems with present personnel operation
Certain aspects of the present state merit System
appear to need revision or modification.
Two problems are directly related to the practice
of placing prospective employes on a register and then al-
lowing employers to choose only from the top three candi-
dates .
Employers outside the metro-Denver area are often
forced to hire a person because two of the top three do not
wish to relocate . This person may be unacceptable to the
employer , but if he is desperate for help he has no choice
but to hire that applicant . Present policy should be in-
terpreted to provide counties outside of metro-Denver with
the top three candidates who are willing to settle in the
county doing the hiring.
The testing system itself serves to limit the choices ,
even among the top three who appear on the register . The
top three may be recent college graduates or "professional"
test takers who do well on the exam, but who lack real know-
- ledge or the ability to do the job . The test essentially
appears to test the applicant ' s ability to take tests , but
does not reflect the applicant ' s experience and ability to
perform on the job . In Weld County recently , a fully quali-
fied man was interviewed for a casework supervisor position ,
but could not be hired because he was not among the top three
on the register . The department is seriously handicapped in
one unit , due to the lack of supervision, and prospects of
enticing another qualified person to make the move to Greeley
appear bleak at this time.
- 93 -
— MEMORANDUM
To : State Department of Social Services
From: Carl S . Becker
Date : January 30 , 1971
Re : Caseworker assignment
Effective use of caseworker time requires that
each individual be placed in a job situation which matches
his education , experience and ability .
We recommend that caseworker assignments be made
on the following basis :
- Caseworker I
Non-service cases
minimum service cases
Caseworker II
Intensive service cases
Caseworker , Specialized Services
Intensive Service cases
Intake (crisis intervention )
94 -
MEMORANDUM
TO: State Department of Social Services
Welfare Division
-- FROM: Carl S. Becker
DATE: December 21, 1970
SUBJECT: Homemaker Aide Proposal
Requests for Homemaker service in Weld County are now
being received by several agencies, including the Welfare
Department, Department of Public Health, LIRA (Greeley Information
and Referral Agency) , 0E0, and the Colorado Department of
Employment.
Homemaker service is presently provided by the Welfare
Department and 0E0 is inadequate for the needs of Weld County
residents (both public and non-public assistance) .
At the suggestion of Mr. Marshall Anderson, Weld County
Commissioner, and Mrs. Betty Schulte, the Commissioners ' secretary,
we are making the following recommendations:
1. That a homemaker program for Weld County be coordinated
through the Welfare Department.
2. That a Homemaker Aide position be created under the
Merit System.
3. That the Homemaker Aide be permitted, after one year of
service, to take the exam for the position of Homemaker.*
- 4. That public assistance recipients be encouraged to
apply for positions as Homemaker Aides.
*This may require some revision of the Homemaker job description
now in effect.
- 95 -
Part VIII
COMMITTEE
- 96 -
-
Introduction
This portion of the report is concerned with work done by
the consultant with the Weld County Welfare Advisory Committee
appointed by the County Commissioners and with the "Sounding
Board", a self appointing group of employes.
97 -
•
MEMORANDUM
TO: State Department of Social Services
FROM: Carl S. Becker
SUBJECT: Report on Committee Meetings
DATE: March 17, 1971
Two types of meetings have been held during the preceding
quarter as follows :
1. Sounding Board meetings.
The sounding board consists of members of the staff,
both professional and clerical of the County Department.
Meetings have been held with the Sounding Board on an
irregular basis for purposes of discussing problems
in adoption of recommended changes and to test out
ideas . During this quarter, three meetings were held.
2. Meetings were held with the Weld County Welfare Advisory
Committee as appointed by the County Commissioners. Purpose
of these meetings was to advise the Committee as to
progress being made as a result of the study and to get
.- their reactions and recommendations as developed, and
to hear thdir suggestions as to areas of concern.
Two meetings were held with the full committee and three
_ individual meetings were held with subcommittees during
this period.
- 98 -
•
COPY
TO: All Supervisors
FROM: Sounding Board Meeting, February 11, 1971
The following were present at the Sounding Board meeting of
February 11, 1971:
John Carlson, Sandy Amato, Lori Rasmussen, Jim Lenters,
Bonnie Shull, Anne Rice and Sue Sughroue
The first item brought up for discussion was the parking
situation. John Carlson wondered if the situation was greatly
^ improved in Mr. Becker's estimation. Mr. Becker felt it had
improved a great deal, that whenever he was here there seemed to
be parking spaces available both on the street and in the parking
lot. There has been some difficulty with the reserved spaces
in the nursing home lo . Mr. Becker said he would check into this
and see if this could be improved. The purpose of the parking lot
is for workers coming into the office for short stops only, If
the workers are to be in all day they should not use the parking lot.
Some of the workers present stated they started making home
calls after 8:30 and Mr. Becker wondered if the half hour or the
hour before starting their daily calls was not a wasted hour. He
wondered if the workers should have a 9 to 5 work day. The workers
present felt the time before starting their daily calls was used to
good advantage, clearing up their desks, taking care of the next
day's schedule, etc. , Some workers already stagger their hours
according to their workload.
Scheduling was next discussion. Mr. Becker wondered how it was
working our for the workers to be out in the field more days . John
Carlson stated he spends about 3 days in the field now and it seems
to be satisfactory. Child Welfare staff present indicated that
they had so many hours required time in the office they didn't have
sufficient time in the field. For example: Monday mornings, Friday
afternoons and Tuesday mornings are times when the Child Welfare
staff is required to be in the office. Everyone seems to be out
in the field Wednesdays and Thursdays; therefore, there isn't much
office coverage on those two days. Mr. Becker wondered about the
necessity of the entire Child Welfare staff needing to be in the
office on Friday afternoons to cover emergencies. Mr. Becker
stated he would do some work in this situation and see if it can
be improved so the Child Welfare workers can have more time for
work in the field.
Lori Rasmussen asked when a Child Welfare supervisor would be
obtained. There are no definite plans in the immediate future. She
also asked if there would be more than one supervisor in Child
Welfare. Mr. McKenna was to answer this question, but he did not
attend the meeting.
_ 99 _
• 4 / ,
There was a question about Family Services secretarial services .
There will be a secretary assigned to each group of service workers .
The question was also asked if the secretaries would be moved from
their present location. No answer could be given. Mr. Becker is
hoping that the Family Service secretaries can answer the phone and
do all the clerical work for the service workers.
Bonnie Shull reported that the new safe at Island Grove is very
helpful and is a tremendous improvement in business office operations .
There was a question raised about eliminating incompetent
workers. Mr. Becker felt service ratings were being used to regulate
this. He stated that a concrete case must be built before anything
could be done about eliminating an incompetent worker.
Lori Rasmussen mentioned the wire fence at the Island Grove
office. She felt it was very unsafe as it is hard to see and
children could be hurt. Mr. Becker suggested that she get red
ribbon and tie on the wire fence until something permanent could be
done with the fence.
The furniture in the Child Welfare interview room was discussed.
It is felt it is inadequate. Mr. Becker thought there was to be a
church room available for adoptive placements. Evidently nothing
definite has been worked out. Mr. Becker stated he would check with
the Advisory Committee to see if a church room could be made available
to the adoption workers.
John Carlson was concerned there is no interview space available.
He asked if the old coffee room could be made into an interview room.
Mr. Becker stated this area is to be utilized as a central filing
room in the near future.
The third interim report was discussed. Mr. Becker feels that
the antagonism has decreased considerably and feels that the
department must begin to build techniques and work toward the
ultimate end. Mr. Becker wants workers to do services, not clerical
work. Another pay survey will be made at the end of the study.
Mr. Becker feels cooperation is much better between his staff and
our staff.
Questions were asked about the third interim report. Anne Rice
requested clarification of the last paragraph of the Introduction,
page (i) . Mr. Becker indicated that "desired incentive" referred
to employes ' support of the goals of the Becker Company's study. He
said that although there was major progress, this support and agency
morale needs further improvement.
Lori Rasmussen asked if the intensive Family Service workers
could help on the 24-hour emergency service. She also wondered
about the intensive Family Service workers making Child Welfare
foster home placements. Sometimes the other workers do not know
when a child has been placed in a foster home and, therefore, the
— homes are overcrowded and then they do not know when a Family
Service worker has removed a child from a foster home. Mr. Becker
stated he would discuss this situation with Kay Story.
- 100 -
•
. s
,_.
Lori Rasmussen also discussed the necessity of cooperation
between county agencies, also within our own agency. She suggested
group therapy sessions be set up, feeling this would add to our
'- efficiency.
The next meeting of the Sounding Board will be in three or four
weeks .
Please share this with your supervisees.
- 101 -
Part IX
- STUDY PROGRESS
- 102 -
Achievements
The following achievements have been made as a result of this
study:
1. Essentially, all clerical work has been eliminated as a
concern or responsibility of the caseworker.
2. The process of adding a new, or deleting an old case
has been simplified.
3 . Payrolls are now written mechanically using electronic
data processing. The deadline for cut off is artificially
established many days ahead of actual need, thus creating
internal processing problems between the cutoff deadline
date and the actual payroll date.
4. The casework process, including development of a simplified
social history, the recording of service needs, reviewing
and developing a plan for each case, and recording achieve-
-
ments has been improved to significantly simplify the
clerical and the caseworker involvement and to improve
performance of the supervisory function.
5. The food stamp process has been polished to a point wherein
we believe it will handle significant variations in purchase
volume effectively.
6. Minimum control over the intake operation, applicant
processing and eligibility review has been established.
Significant additional work has to be completed in this
area.
r. 7. Techniques for case control, revisit control and
statistical preparation have been developed. Most of
these techniques are not operational.
- 103 -
8. Efforts to eliminate extensive dictation and recording for
foster home studies are now underway.
9. A need identification control form for unwed mothers
or relinquishing parents has been prepared to eliminate
unnecessary recording, to record actual needs and indicate
when met.
10. Clerical employes have all been assigned specific jobs
as follows:
a. To assist individual caseworkers.
b. To assist eligibility technicians.
c. To carry out the administrative process.
11. All supplies are now being rigidly controlled.
Evaluation
During the course of this study, significant changes in the
concept of casework have occurred.
At the beginning of the study, caseworkers were still handling
matters of eligibility and food stamps in addition to making
gallant efforts to provide service. The separation of
services and eligibility in the adult area occurred in April,
— 1970, and in the family service areas in December, 1970. This
separation made possible the initial changes in the concept
of caseworker service and provided the eligibility units with
the responsibility of determining whether or not a family
should or should not continue to receive assistance.
Development of a fully operational food stamp program has
been a major factor in freeing the caseworker to provide service.
- 104 -
A second new concept in casework service has, during the
course of this study, gradually developed.
Traditional habits and patterns have been cast out. The
latest concept encompasses what might be described as
group casework to be provided for those people having needs
which are not clearly identified.
Conclusions
In the final report, to be delivered August 15th, 1971, we
plan to evaluate the effectiveness of the staff, professional,
technical and clerical, and to recommend work loads which can
be realistically performed. One of the difficulties which
will occur as a result of these changing concepts in casework
will be that we will not have had an opportunity to correct
any of the bad practices which may develop or be inherent in the
operation under the new group casework concepts.
Corrections of clerical-technical processing will have been
completed and the evaluation herein will be based on effectively
managed programs.
- 105 -
Hello