HomeMy WebLinkAbout20181417.tiffRESOLUTION
RE: APPROVE REVISIONS AND ADDITIONS TO SECTIONS 6.000, COLORADO WORKS
AND CHILD CARE, 2.000 CHILD WELFARE AND 3.000 ADULT PROTECTION
SERVICES OF THE DEPARTMENT OF HUMAN SERVICES OPERATIONS MANUAL
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with the Revisions and Additions to Sections
6.000, Colorado Works and Child Care, 2.000 Child Welfare and 3.000 Adult Protective Services,
of the Department of Human Services Operations Manual, and
WHEREAS, after review, the Board deems it advisable to approve said revisions and
additions, a copies of which are attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, that the Revisions and Additions to Sections 6.000, Colorado Works and Child
Care, 2.000 Child Welfare, and 3.000 Adult Protection Services of the Department of Human
Services Operations Manual be, and hereby are, approved.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 2nd day of May, A.D., 2018.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST: ddtAgov`,tp:ok.
Weld County Clerk to the Board
BY:
Deputy Clerk to the
County Attorney
Date of signature: DS -/5-18
EXCUSED
Ste, a Moreno, Chair
Ta:i) 3-1.•
Mike Freeman
Cep-)
2018-1417
HR0089
PRIVILEGED AND CONFIDENTIAL
MEMORANDUM
DATE: March 20, 2018
TO: Board of County Commissioners — Pass -Mound
FR: Judy A. Griego, Director, Human Services
RE: Weld County Department of Human Services'
Policies and Guidelines Manual Revisions and
Additions
Please review and indicate if you would like a work session prior to placing this item on the Board's agenda.
Request Board Approval of Department of Human Services' Policies and Guidelines Manual Revisions
and Additions. These policies were developed or revised to reflect current processes or further define the
Department's activities and responsibilities. The policies were developed by involved Department staff and
were provided to Legal for review and comments. Esther Gesick has reviewed and provided editorial input.
• 0 I t . - ' .1.81 0 + Iora . u Works ' ev i, n
This policy clarifies our practice and process for the Colorado Works used and is
program d as a guide for
staff that determine eligibility, approve diversions and provide case management for recipients.
2,1% PRIDE Foster Pmt Co- Facilitator (New)
The Parent Resources for Information, Development, and Education (PRIDE) model of practice is used
by Child Welfare to train new foster parents. This policy provides guidance on the Department's use of
foster parents as co -facilitators of the PRIDE training.
3.1.10. — 3.1.50 APS Conservatorship Guardialithip (Revision)
This policy provides guidance on how Adult Protective Services(APS) staff handleproperty . _ or financial
instruments for conservatorship and guardianship cases.
I do not recommend a Work Session. I recommend approval of new and revised Department Policies and
Guidelines.
•
•
Sean P. Conway
Julie A. Cozad
Mike Freeman
Barbara Kirkmeyer, Pro -Tern
Steve Moreno, Chair
Approve Schedule
jlesommendation Work Session
tni
Pass -Around Memorandum; March 20, 2018 (Not in CMS)
Other/Comments:
2018-1417
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Department of Human Services Policies and Guidelines
CHAPTER 2 — Child Welfare
ARTICLE III — Foster/Kinship
Sec. 2.3.90. - Foster Parent PRIDE Co -Facilitator
A. Purpose
The Parent Resources for Information, Development and Education (PRIDE) model of practice
is used by child welfare agencies to ensure staff and foster or adoptive parents share a common
vision, mission and goals, work with best practices, and are committed to achieving the same
essential outcomes for children and families.
A foster parent, as a co -facilitator, is a necessary component of the PRIDE model of practice and
adds a level of legitimacy and credibility to the training model.
The Weld County Department of Human Services (WCDHS) currently uses the PRIDE model of
practice as pre -service training for potential foster and foster/adoptive families. Families must
complete three in -person sessions, as well as, three online clusters through
fosterparentcollege.com. Upon completion of the PRIDE training, prospective foster and
foster/adoptive parents will be able to recognize and demonstrate the following five
competencies:
1. Protect and nurture children;
2. Meet children's developmental needs and address developmental delays;
3. Support relationships between children and their families;
4. Connect children to safe, nurturing relationships intended to last a lifetime; and
5. Work as a member of a professional team.
B. Expected Outcomes
1. Increase retention of new foster families;
2. Increase diverse training;
3. Increase understanding of a realistic foster parent experience;
4. Thorough understanding of roles/responsibilities of a foster parent; and
5. Back-up support for the WCDHS PRIDE Facilitators.
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C. Foster Parent PRIDE Co -Facilitator
1. Foster Parent PRIDE Co -Facilitator Qualifications
a) Successful completion of PRIDE training and comprehensive knowledge of all five
competencies, as demonstrated in their foster parenting;
b) Minimum of one year as a certified foster parent, including at least one placement for
a minimum of six months;
c) Demonstrated growth in ability to parent children with challenges due to trauma;
d) A positive outlook on birth family and reunification; and
e) Demonstrated ability to facilitate a group by having participated in Foster/Kinship
Roundtables, Welcome Nights or PRIDE panels. Facilitation skills include, but are
not limited to:
i. Objectivity;
ii. Ability to read a room and facilitate accordingly by being flexible; and
iii. Ability to be realistic and present information without being negative.
2. Foster Parent PRIDE Co -Facilitator Selection
a) Prospective Foster Parent are recommended by the Foster Care Coordinator and
Foster Care Supervisor.
b) Recommendation are staffed with the Resource Manager and Child Welfare Director.
c) The Child Welfare Director provides the final approval.
D. Foster Parent PRIDE Co -Facilitator Responsibilities
1. Prepare for PRIDE training
a) Review facilitator guide for upcoming topics; and
b) Prepare visual and audio materials.
2. Assist with group training
a) Co -Facilitate three in -person sessions;
b) Provide first-hand knowledge and experience as a certified foster parent;
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Department of Human Services Policies and Guidelines
c) Provide feedback regarding participant's ability to understand and demonstrate the
competencies; and
d) Meet with potential foster parents, alongside the WCDHS Co -Facilitator, to discuss
feedback and/or concerns.
E. WCDHS PRIDE Facilitator Responsibilities
1. Evaluate and assess Foster Parent Co -Facilitator's performance and interactions;
2. Review end of session evaluations completed by PRIDE participants;
3. Observe interactions of co -facilitator and provide feedback; and
4. Review all information with the Foster Care Supervisor, Resource Manager and Child
Welfare Director.
F. Compensation
1. The foster parent will agree to, and sign, a WCDHS contract and follow all contract
agreements.
2. The foster parent will receive compensation at an hourly rate, which will be reviewed and
approved annually by WCDHS.
G. Materials/Tools Needed
1. Access to PRIDE materi zs, both written and audio, will be provided by WCDHS.
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Department of Human Services Policies and Guidelines
CHAPTER 6 — Colorado Works and Child Care
ARTICLE I — Colorado Works
Sec. 6.1.10. - County and State Diversion
A. Introduction
Colorado Works is a program that provides public assistance to families in need. The Colorado
Works program is designed to assist customers in becoming self-sufficient by strengthening the
economic and social stability of families.
B. Purpose
The purpose of this policy is to identify the eligibility and suitability criteria for diversion payments,
outline programmatic components associated with such payments, and establish a period of
ineligibility for receiving ongoing cash assistance, barring hardship, once diversion has been issued.
Maximum dollar thresholds are also established in this policy.
C. County and State Diversions
1. A diversion payment is a needs -based, cash or cash -equivalent payment designed to meet short-
term needs. Payments are designed to address specific crisis situations or episodes of need and are
not designed to meet basic needs on an ongoing basis.
2. Families who meet eligibility criteria for basic cash assistance may be eligible for a state diversion
payment. Families who otherwise meet the eligibility criteria for basic cash assistance, but are over
the income guidelines (needs standard) and whose income is less than $75,000 annually, may be
eligible for a county diversion payment.
3. In Weld County, both state and county diversion payments are available. They are only to be made
when there is no need for ongoing support or more extensive case management or services, and
the payment is expected to substantially promote or maintain a family's economic well-being
through attachment to employment or another steady source of income. Prior to issuing a diversion
payment, Weld County will determine that ongoing need is not anticipated.
4. Weld County provides cash or cash -equivalent payments not to exceed $2,500 total per family to
eligible and suitable families based upon established need, in conjunction with the determination
that need is not expected to be ongoing.
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D. Eligibility
To receive a state diversion payment, applicants must be found eligible for basic cash assistance
(BCA) by the Colorado Benefits Management System (CBMS). Payments will be made through the
CBMS. Those who are otherwise eligible for BCA, but are over the income guidelines (needs
standard) and whose income is less than $75,000 annually, may be eligible for county diversion.
E. Need
1. The applicant must demonstrate a need for a specific item or type of assistance that will promote
or help maintain permanent employment and/or economically stabilize the family, and is likely to
ensure long-term economic well-being. The following criteria must be established:
a) The applicant (or participant) does not need long-term cash ass stance as determined by an
assessment; and
b) The applicant (or participant) demonstrates a need for a specific item or type of assistance.
2. This assistance may not extend beyond four (4) months, and those who receive a diversion payment
must agree to a 12 -month period of ineligibility (POI) for Colorado Works (both basic cash
assistance and diversion), barring hardship. The POI begins on the first day of the month following
the payment month. Hardship for this purpose is defined as an unforeseen, unexpected and
otherwise unmanageable event or crisis. The period of ineligibility may be waived if there is an
identified hardship.
F. Suitability
1 To be eligible for a diversion payment in Weld County, one adult member of the household must
meet one or more of the: following criteria:
a) BeBevmpioyedor have a verified offer of employment; and
b) Demonstrate the ability to maintain employment during the POI; and
c) Haistable housing; and
d) Have another reliable source of income.
2. Weld County will not provide diversion payments to cover recurring housing costs.
G. Assessment
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1. Weld County conducts in-depth assessments of family members who have been determined to be
a part of the assistance unit at application. A Weld County worker will assess the family to develop
the most appropriate plan for them to meet their long-term economic security goals. Diversions
will be issued based upon assessed need. Weld County workers engage in prospective budgeting
and progressive wage employment with applicants to ensure needs can be met after the diversion
grant is issued throughout the duration of the POI.
2. In addition to diversion payments, eligible participants may receive supportive services based on
the assessed needs of the family.
H. Payment
1. A County Diversion grant may not exceed $2,500 per twelve-month period per household; a
family may not receive more than three diversion payments in a five-year time span. However,
the County Director or designee has the discretion to override the number and amount of county
diversions if an extreme hardship exists. A diversion payment may not be made in the same
month that basic cash assistance is received. Payments will be issued on an EBT card (via direct
deposit) or paid directly to vendors.
I. Allowable Use of Funds
1. Diversion assistance may be used for, but is not limited to, the following types of short-term
assistance:
a) Work -related expenses such as uniforms, dues or supplies;
b) Transportation costs, including car repair, car insurance, etc.;
c) Housing;
d) Training or education;
e) Participation in the Post -Employment Program; and
f) Any combination of any other identified barrier to employment or economic well-being.
J. Post -Employment Program
Transitional support may be provided to individuals after obtaining employment to foster job
retention. The Post -Employment Program will support and encourage a participant to remain
employed through time -limited job retention services for individuals who become ineligible for
Colorado Works assistance due to an increase in earned income. Services will be offered to
individuals, on a volunteer basis, who were a Weld County resident prior to becoming ineligible for
TANF benefits, and who have demonstrated a need for ongoing support.
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1. Employment incentives will be issued through the County Diversion process for individuals
who are still employed ninety (90) days and six (6) months after exit due to excess earned
income.
a) Participants in the Post -Employment Program must have an individualized plan that outlines
the terms of their participation; this plan must identify the POI for the Post -Employment
Program, and establish the dollar amount and frequency of incentive payments for job
retention.
b) Program participants will receive career coaching as needed (up to monthly) to support
workplace success.
c) Intervention and prevention services, such as employment counseling and financial and
employment retention planning, will also be provided.
2. Weld County will pay a portion of the parental fee for Colorado Child Care Assistance Program
(CCCAP) child care for Post -Employment participants as a supportive service attached to a
Diversion payment, up to four (4) months after exiting Colorado Works.
K. Terms
1. Those receiving a diversion payment in Weld County develop a plan to establish the following:
a) Document the reason why ongoing cash assistance is not a need;
b) Define the expectations and the terms of diversion payment;
c) Specify the need(s) for, and the specific type(s) of, non -recurring cash payment; and
d) Specify the possible impacts on other assistance, including Medicaid, SNAP and child care.
2. Payment will be based on the participant's actual estimated need.
3. Diversion payments will be made at the discretion of Weld County, and as budgets allow. No
applicant is entitled to a diversion payment. When necessary, recoveries may be pursued.
L. Supportive Services and Other Assistance
The purpose of this policy is to outline support and services available through the Weld County
Department of Human Services. Access to these services is contingent upon individual and family
needs and Colorado Works program engagement, and within the limits of county resources.
M. Income Eligibility
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To receive other assistance or supportive services, participants must be eligible for basic cash
assistance and meet all criteria for the Colorado Works program. None of these services or assistance
offered in this policy are considered an entitlement. All services and assistance in this policy are
strictly needs based.
N. Additional Eligibility
1. Participants must meet criteria for non -financial eligibility for the Colorado Works program,
with the exception of non -custodial parents, who are exempted from dependent -child
requirements.
2. All case types are eligible for the support defined by this policy, as family need and county
resources allow. All additional support and services must be identified in the Individual
Responsibility Contract (IRC) and case documentation must be provided to substantiate the need.
3. Weld County takes an individualized approach when assessing families for support and services
that they may need in addition to their cash grant to assist them in engaging in planned activities
and services. Department staff has the responsibility of linking participants to resources that will
help support their economic security, and ensure they receive appropriate support in a timely
manner. This includes advocacy, counseling, prevention and intervention, and mediation
services, when appropriate.
CHILD ONLY CASES
O. Quality Child Care
Child care assistance in the form of cash aid, a vendor payment, or low-income Child Care
Assistance may be provided through the Colorado Works program to child -only households, as the
need arises. Appropriate child care is defined as child care that maintains the health and safety of the
child while encouraging growth and development. The child care may be provided either by a
licensed or exempt child care provider. An unlicensed provider is found unsuitable by Weld County
if an individual residing in the home, or who has access to the home, has a record of child abuse or
neglect, violent behavior, substance abuse or any activity that may endanger the health or welfare of
the child. Providers offering specialized care may be available for children with medical conditions
of special needs.
P. Education
Weld County promotes quality education opportunities for low-income children, including, but not
limited to, payments for tutoring and one-on-one developmental therapy. Weld County may provide
paid tutoring services and assessments for learning disabilities.
Q. Supportive Service Payment
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Department of Human Services Policies and Guidelines
1. The child may be eligible for service payments up to, but not to exceed, $750.00 per child, per
calendar year. The amount each child is eligible for will be determined on the date the child
becomes eligible for Colorado Works. Each child approved for Kinship TANF will be eligible to
receive up to $750.00, per child, per calendar year, based on a need to enhance the child's quality
of life and promote stability. Payments will include, but are not limited to, clothing, school
supplies and fees, vision and activity fees.
2. A minimum of two estimates will be required for purchases exceeding $100.00. The department
will go with the lowest estimate provided or may choose to find an alternative estimate.
R. Authorization of Payment for Supportive Services Limitations
1. The below limits set on specific items do not guarantee issuance up to those amounts. The
department may provide referrals to other programs or agencies to assist in meeting these needs
and/or issue supportive services in a lesser amount if it will meet the need presented. Annual
purchases of supportive services per child will be limited to the following unless there is Director
Approval:
a) Clothing allowance $500
b) School supplies $75
c) Activity fees $75
d) Christmas assistance $75
e) Furniture assistance $500
ALL FAMILIES
S. Non -Custodial Parent Services
Weld County may provide payments for the services listed below to non -custodial parents who meet
the needs standard for Colorado Works. Non -custodial parents do not need to be attached to an
active Colorado Works household to be eligible for services, but must be cooperating with child
support service`s. Services are available as resources allow.
T. Family Stabilization
Weld County provides payments for a variety of family strengthening and support services
including, but not limited to: life skills workshops, parenting classes, support groups, mentoring
programs, health and nutrition classes, domestic violence perpetrator treatment, and mental health
services.
U. Enhanced Family and Employment Supports
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Department of Human Services Policies and Guidelines
1. Weld County may provide payments for employment preparation services or other special needs
services to eligible Colorado Works families in need of additional support in finding, attaching
to, and retaining employment, based on a thorough needs assessment and as county resources
allow.
2. In addition, Weld County may offer paid internships on a limited basis to support attachment to
the labor market. Internship opportunities are developed on an individualized basis in
conjunction with the Workforce Innovation and Opportunity Act.
SUPPORTIVE SERVICES
V. Types of Purchases Made Through Supportive Services
1. Supportive Service purchases for eligible clients include, but are t ot`limit to, the following:
a) Tools necessary for employment;
b) Vision correction necessary for employment that is not covered by any other employee
insurance plan or any other means;
c) Dental assistance necessary for employment that is not covered by any other employee
insurance plan or any other means,
d) Cost of repair of a vehicle to enable transportation to employment -related activity;
e) Any other reasonable job -related expense as determined by the Diversion Committee,
Employment Services or the Department; and
f) Transportation.
2. Those transportation costs necessary and directly related to Colorado Works in Weld County
work and/or activity and services participation shall be made according to the individual's
situations:
a) Calculated at the county employee reimbursement rate per mile; or
b) A flat daily rate of $5.00 may be provided.
3. Transportation will be paid either to the provider(s) or put on the client's EBT card. These
transactions will be randomly audited by the paying agency's supervisor. Clients must provide
proof of:
a) Vehicle ownership;
b) Current driver's license;
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c) Current proof of insurance on the vehicle; and
d) Current proof of vehicle registration.
W. Referrals
Weld County provides referrals for any available supportive services to applicants and participants.
Referrals include, but are not limited to: homeless shelters, physical and mental health services,
substance abuse counseling, domestic violence advocacy, legal services, food banks and other
program services, as appropriate.
X. Payment
1. Other assistance/supportive services may not exceed $2,500.00, per family, within a rolling
twelve (12) month period. The Department will assess a client who requests Job Retention
Support Services as follows:
a) Determine the client's financial eligibility for Job Retention Supportive Services;
b) Identify the level of benefit the individual needs and eligible for; and
c) Supportive services will only be paid when the individual(s) are compliant with their IRC.
2. The County Director or the Director's designee has the discretion to override the amount of other
assistance if a hardship exists. The Director, or designee, must document such hardship in
CBMS.
3. Assistance may be provided either as a one-time assistance payment or on an on -going basis,
both of which are intended to promote sustainable employment and/or engagement in activities
and services identified in,their IRC.
4. Payments will be made to a participant's EBT card (via direct deposit) or as a direct vendor
payment, depending on the nature of the approved expense.
Y. Additional Cash Assistance
1. Weld County may authorize recurring payments designed to meet the basic ongoing needs of the
persons in the assistance unit, as determined by a needs assessment and documented in the
individualized plan.
Basic ongoing needs shall consist of, but are not limited to:
a) Food;
b) Clothing;
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c) Shelter;
d) Utilities;
e) Household goods and general incidental expenses;
f) Personal care items;
g) Transportation assistance;
h) School assistance including fees for extracurricular activities; and
i) Child care assistance.
2. Weld County may allow payments for a special need to a parent or specified caretaker whose
child(ren) is eligible and receiving Colorado Works cash assistance.
3. Additional cash assistance may be provided, in addition to the monthly BCA, in order to support
specified caretakers to ensure their continued ability to care for children, or support Colorado
Works families with an assessed need.
Z. Assessed Need
1. An assessed need is defined as any need of a family receiving Weld County basic cash
assistance, beyond ordinary, routine living expenses. Assessed needs include, but are not limited
to, the items listed above in all categories for other assistance and supportive services outlined in
this policy. Other items may be identified on a case -by -case basis, at the discretion of Weld
County.
2. To unify the work that is done in the community, Weld County supports the framework around a
two -generation approach by linking non -custodial parents to support and services focused on
parent -child interactions for fathers and children, as well as economic stability and mobility. This
whole -family method of delivering services is fostered by ensuring the assessed needs of non-
custodial parents are met, enabling them to pay child support while bolstering their employment
opportunities. Non -custodial parents do not have to meet household composition requirements.
3. For non -custodial parents to receive services, they must be a Colorado resident and a parent of a
minor child, and must not be eligible to receive Colorado Works basic cash assistance. All the
services Weld County offers to noncustodial parents are outlined in an individualized plan, and
include, but are not limited to:
a) Job coaching;
b) Parenting skills classes;
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c) Workforce development;
d) Mediation; and
e) County Diversion (See State and County Diversion Policy).
AA. County Emergency Disaster
In cases of a declared county emergency, Weld County may provide a variety of assistance to meet
the unique needs of residents.
BB. Eligibility
1. Family's annual income must be below $75,000.00.
2. Family assistance unit contains an eligible child, per Colorado Works Program rules;
3. Must present a real need for services directly relating to the declared emergency;
4. Must prove lawful presence for those required to meet criteria, per Colorado Works Program
rules; and
5. At the Director's discretion, assistance may be provided to a family who is currently under
sanction or disqualification status for Colorado Works.
CC. Payment
1. Eligible family assistance units will qualify for up to $3,000.00 depending on available
resources.
2. Payment of, enpy assistance funds will not affect any lifetime maximums on regular
County -defined State or County Diversion funds.
3. Payments will generally be made directly to vendors.
DD. Timefine
1. Funds are available to qualifying families immediately following the County Director's
declaration of an emergency situation.
2. Funds must be accessed within six (6) months of the emergency declaration
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Department of Human Services Policies and Guidelines
3. In cases where latent effects of the disaster appear after the six (6) month window (e.g. mental
health needs), the family may petition for emergency assistance. Assistance will be granted at
the County Director's discretion.
EE. Eligible Services
1. Assistance may include, but is not limited to, the following types of assistance:
a) Purchase or lease of shelter;
b) Home renovations (within the existing footprint);
c) Transportation (including car repairs and purchase);
d) Non -covered medical expenses;
e) Work -related supplies that were lost or damaged;
f) Counseling services; and
g) Non -medical mental health services.
2. Weld County is the payer of last resort. Payments should be made after taking into account
insurance payments, other community resources and settlements.
FF. Process
1. In cases of emergency assistance, the assessment and Individual Responsibility Contract (IRC)
requirements may be modified to streamline and expedite the process.
2. Receipts are not required.
GG. Workforce Requirements and Employment Outcomes
The purpose of this Workforce Requirements and Employment Outcomes policy is to identify the
methods by which Weld County ensures participants are provided with the opportunity to engage in
the programs and services they need to successfully find and maintain employment, and advance in
their careers. This policy explains how participants are assessed and supported on their progression
to economic security through Colorado Works, and what criteria Weld County has established for
exemptions from, or accommodations to, standard program elements, including locally defined
services offered through the Colorado Works program in Weld County.
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HH. Workforce Focus
1. Weld County adopts an individualized approach to service delivery, which begins with
assessment and continues throughout the program delivery. In the development of an Individual
Responsibility Contract, the primary focus is to assist participants in setting family -driven goals
structured around attainable objectives.
2. Since the ultimate goal is to assist participants in obtaining and keeping the best possible job for
them, program services and activities are structured with this aim in mind. Weld County uses the
full array of work activities offered under the Colorado Works program to support participants in
their progress toward employment and improved economic security. Weld County is committed
to work with participants to structure and combine work activities and services to the full extent
allowable under the Colorado Works program to enable them to achieve agreed upon goals.
Although some participants may initially be unable to successfully engage in employment related
services and activities at times, Weld County will continue to assist those participants in
achieving agreed upon goals to either assist them in being able to seek employment or facilitate
eligibility for other support programs (e.g. SSI, SSDI, or other support options). Weld County
has created a track for participants that are determined as not job ready and defined activities
designed to support the full spectrum of participants in the program. These activities, and the
criteria for determining suitability for them, are included in this policy.
3. Adults and youth over 16 are determined at application to be either eligible or ineligible for
assistance. Cases without an eligible adult in the household are considered to be "caretaker or
child only" and will not be required to participate in employment activities until such time as
there is an eligible adult included in the case. Adults considered as work -eligible are provided
with individualized services and supports to promote their family's economic security. Weld
County case managers assess all participants to determine the appropriate employment track and
determine which activities, services, and supports are the best fit for the participant. An
Individual Responsibility Contract (IRC) will be developed in conjunction with each work
eligible participant in the program.
4. The Department will provide an orientation to the Colorado Works in Weld County Program
including intent, procedures, expectations, expected outcomes, and requirements to each eligible
adult. During this orientation a determination for initial program track assignment will be based
on information obtained through initial assessments and information regarding barriers to
participation provided by the applicant/recipient in one-on-one interviews.
II. Provision of Child Care and Determination of Child Care Availability
1. Child care will be provided to participants to enable them to engage in the activities and services
identified in their IRC. Child care may be provided either by a licensed or exempt child care
provider as specified under the Child Care section of the Department Operations Manual. An
unlicensed provider will be found unsuitable by the Colorado Works in Weld County Program if
an individual residing in the home in which care is being provided, or who has access to the
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home, has a record of child abuse or neglect, violent behavior, substance abuse or any activity
that may endanger the health or welfare of the child, and other convictions as identified in the
Child Care Section of the Department Operations Manual. (Weld County will utilize the "child
care unavailable" activity code in CBMS when participants who are caring for a child(ren) have
demonstrated an inability to obtain available child care.)
To be considered "available," care must be:
a) Affordable -defined as child care for which the out-of-pocket cost to the parent does not
exceed 20% of the family's gross earned income.
b) Within a Reasonable Distance — defined as not exceeding a 60 -minute round-trip commute
(utilizing the most efficient transportation available to the participant) between the child's
home and the child care setting or between the parent's place of employment and the child
care setting.
c) Appropriate — defined as providers who offer a safe and healthy environment for all children,
specialized care for children with medical conditions or special needs, and those who
maintain the health and safety of the child while encouraging growth and development.
2. The Department will require documentation demonstrating the unavailability of suitable child
care. The Department will exercise the Prudent Person Principle in instances where
documentation is unavailable or when obtaining such would create undue hardship to the family.
JJ. Assessment
1. It is the intent of the Colorado Works in Weld County Program to identify potential barriers to
employment during the initial interview process. Initial assessments to identify emergency needs
will be accomplished at the time of application and the Department will assist the TANF
applicant/recipient in obtaining services that will help the individual(s) alleviate those identified
needs or barriers. Additional evaluation and assessments will be provided by case managers.
2. Case managers will conduct further assessments for all work -eligible members of the household
within 30 days of application and these may be done in stages. Assessments will cover all
relevant factors impacting the participant's existing situation, employment readiness, and
economic security and will include such things as educational attainment, functioning levels,
learning disabilities, employment background and experiences, household circumstances, mental
health assessments, and any other relevant factors. A variety of assessment tools will be used to
support the interactions as needed, and documentation will be retained in the case file and case
notes. Based upon assessment results, an IRC will be jointly developed with the participant
outlining next services and activities for participant engagement. Individuals requiring further
assessments and/or treatment for the presence of, or potential for, barriers to obtaining and
maintaining employment may be referred to other agencies or professionals.
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3. Staff will be provided training in how to work with people facing certain barriers. Specially
trained staff may be hired or contracted with to work with TANF participants to conduct more
in-depth diagnostic assessments and vocational evaluations. As much as possible, transitional
support will be provided to individuals after obtaining employment to assure job retention.
KK. Individual Responsibility Contract (IRC)
1. Colorado Works in Weld County case managers will utilize the results from assessments to
develop an IRC in collaboration with all work -eligible participants within 30 calendar days of
completion of the initial assessment. IRC's will be tailored to each participant's needs, including
strengths, barriers, desires, and agreed upon goals. Additionally, IRC's will address services
and activities to help alleviate barriers and challenges that may exist for the participant in the
pursuit of their economic security.
2. Activities and services identified in a participant's IRC may utilize any of the allowable work
activity opportunities identified in the Colorado Works Verification Plan, include activities and
services for individuals placed in a Weld County hold activity, and identify supportive services,
referrals, or other activities as warranted to assist the participant in engaging in identified
services. IRC's will be revisited and updated at least every three (3) months to ensure objectives
are still relevant and to support individuals in meetingtagreed upon goals. Referrals will be made
as needed to assist in participant progress and will inform any necessary follow up with others
providing support in the plan.
LL. Good Cause Regarding Non -Compliance with IRC
1. The Department recognizes that there may be instances where a participant is unable to comply
with their IRC terms as agreed upon by the participant and the program. Good cause in Weld
County is defined as follows unforeseen, unusual or unavoidable circumstances that would
prevent the average person from being able to engage in their plan as expected. Weld County
will require documentation or verification for good cause exemption, and will require that notice
be provided within 24 hours (1 business day) of disengagement from the activity or service to
avoid entering into a conciliation process for determination of either a case closure or sanction.
Notification provided should explain the reason for disengagement and should demonstrate good
cause.
2. In general, the Prudent Person Principle will be used to determine good cause. At a minimum,
good cause for the Weld County not pursuing a closure or sanction will include:
a) Breakdown in child care arrangements or a lack of available and appropriate child care not
attributed to the participant;
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b) Remotely located without transportation and unable to relocate or a breakdown in
transportation arrangements with no feasible alternative;
c) School obligations that frequently necessitate a parent's or specified caretaker's attendance;
d) Loss of housing, or a housing crisis that might result in homelessness or eviction, which
prevents the individual from participating in the requirements of their IRC;
e) Verifiable medical emergencies or crisis involving members of the family;
f) Short term temporary relapse in a participant's certified drug/alcohol treatment program;
g) Legal proceedings for the participant or a dependent minor;
h) Employment issues when layoffs occur, wages are below applicable federal and state
minimum wage standards, working conditions present a risk to health or safety, or Workers'
Compensation protection does not exist;
i) Participant's incarceration of less than thirty days;
j)
Jury duty;
k) Death of a family member or authorized representative as defined in the Department
Operations Manual;
1) Other situations, as determined by the Department.
3. In the event a participant does not provide good cause rationale documentation, that participant
will enter into a conciliation process for determination of a sanction or a case closure for
demonstrable evidence as appropriate.
MM. Job -Readiness
Weld County recognizes that although adults may be identified as "work -eligible," some participants
may initially or subsequently need to pursue strategies other than employment to attain family and
economic well-being. Additionally, some families may be experiencing an emerging crisis that
needs to be dealt with before employment can be pursued. Examples of these situations may include
families who are homeless, living in a shelter, those newly involved in child welfare, or those
addressing other immediate safety issues. Based on everyone's circumstances applicants/recipients
will be assigned to either a Not Job Ready or Job Ready track.
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NN. Not Job Ready
1. During the initial or ongoing assessments, it may be determined an individual is not ready to
focus on employment and this determination will be addressed through the IRC and case notes.
(Domestic Violence issues are addressed in the Weld County Domestic Violence policy and
substance abuse issues are addressed in the Weld County Substance Abuse policy.) In some
situations, Weld County may determine the presence of the following circumstances as not ready
to focus on employment and as a result, individuals will be assigned to work with case managers
in the Not Job Ready track:
a) Resolving pressing and limiting medical or mental health issues;
b) Actively seeking SSI/SSDI for the first time (no appeals);
c) Primary care for a disabled family member;
d) Child welfare involvement requiring immediate attention;
e) Other family emergencies on a case -by -case basis; and
f) Has twelve months or less of TANF remaining.
2. In all cases where the applicant/recipient is determined to be not job ready, participants will be
expected to work with case managers to resolve, manage, treat, or remove the barriers to being
considered job ready and once those barriers are resolved, will be transferred to the job ready
track to participate in work activities. Weld County will require all participants to document or
verify their involvement in activities when not focused on employment, and will work closely
with participants to arrange check -ins to document progress.
3. The Department may utilize Non-TANF MOE funding under the following circumstances:
a) Individuals are involved in the process of applying for Social Security disability benefits;
b) Individuals are involved with domestic violence issues;
c) Individuals have a current behavioral or physical health issue, documented by a medical or
mental health professional;
d) Individuals who have been assessed with having other significant challenges to working that
may include, but are not limited to:
i. Limited English Speaking (including refugees)
ii. Open Child Protection Circumstances
iii. Homelessness
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4. Notification - Adult participants who are exempted due to any of the above (or any other criteria)
and are not funded under Non-TANF MOE, will be notified that even though they may be
exempted from work -related service requirements, they are accumulating TANF months that
count toward their 60 -month lifetime limit.
00. Job Ready
1. Weld County determines participants to be job -ready when the individual can participate in and
benefit from employment and training services or activities which are designed to assist the
participant in attaining the agreed upon goals.
2. Weld County supports these individuals by applying a variety of work -centered support activities
and services, including, but not limited to:
a) Activities and services that are focused on improving/increasing the participant's
employability;
b) Ongoing assessment of individual and family circumstances to enable the participant to
engage in assigned activities and services;
c) Effective utilization of all available and allowable activities and services prescribed by law
and State Rule;
d) Development of IRC's which are focused on identified customer needs and supportive of
agreed upon goals;
e) Determination whether participant can satisfactorily progress in activities and attend as
scheduled and if not determine reasons affecting lack of participation; and
f) Assign and approve activities and services based on the aptitude, skills, and background of
the client, and current labor market demand. Amend the IRC with the client as needed.
PP. Employment -focused Services
1. Weld County places a high value on the goal of employment and improving the economic well-
being of participants through preparation for, and attachment to, in demand occupations. Weld
County will focus on attachment to all jobs; however, priority will be given to those employment
opportunities that are demand/growth occupations within the Weld County area and which offer
a sustaining wage, as defined locally, and the opportunity for career advancement. Participants
who are determined to be job ready through the assessment process will be individually engaged
to ensure the most appropriate services and supports are provided to meet their employment goal.
2. Participants who are determined job ready and who do not have educational or skills gaps that
need to be addressed may be assigned one or more of the following activities:
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• Employment • Community Service
• Subsidized Employment • Job Search
• Work Experience/Internship • On-the-job training
3. All activities and services will be paired with individualized case management, supportive
services, and referrals as needed. Participants in these work activities will have child care
provided through the Colorado Works Program or Colorado Child Care Assistance Program
(CCCAP), as available and appropriate. All participants are required to support and document
their progress through the provision of a Work Activity Monthly Tracking Sheet as specified in
the State's Work Verification Plan.
QQ. Education -focused Services
1. The Department recognizes that some participants identified as job ready may lack formal or
sufficient education that may preclude them from successfully attaching to or sustaining
employment. Participants who are lacking necessary educational qualifications and/or skills will
be individually engaged to ensure the most appropriate activities, services and support are
provided to meet their needs.
2. The Department will make a concerted effort to provide participants with opportunities to
enhance their education, often through referral to programs operated within the Department,
including the Workforce Innovation and Opportunity Act (WIOA), or other community -based
and partner organizations that offer adult and basic skills classes, and GED preparation and
testing. The Department also partners with the local community college to identify credentialing
opportunities associated with career pathways for in demand occupations within the local
community, and serves as a connector to these opportunities for Colorado Works participants.
Regardless of the referral made, case managers within the Colorado Works in Weld County
Program work individually with participants to determine the best combination of activities and
services to quickly advance their employment goal and capitalize on their time in the program.
3. Participants who have identified educational or skills gaps may be assigned one or more of the
following activities which also may be linked with employment -focused services:
•
•
Basic Education services • Job Skills Training
Vocational Education • Work Study
English as a Second Language • High School attendance
GED Preparation
4. All activities and services will be paired with individualized case management, supportive
services, and referrals as needed. Participants in these work activities will have child care
provided through the Colorado Works Program or Colorado Child Care Assistance Program, as
available and appropriate. All participants are required to support and document their progress
through the provision of a Work Activity Monthly Tracking Sheet as specified in the State's
Work Verification Plan.
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RR. Holidays and Absences
1. To prepare participants for competitive employment opportunities outside of the Colorado
Works Program, both employment and educational activities are treated like work. Attendance
and excused absence requirements for activities are designed to mirror what is normally
expected in a regular work environment and participants will be expected to comply with those
expectations.
Allowable excused absences may include, but are not limited to, the following reasons:
a) Temporary Child Care disruption;
b) Funeral Leave;
c) Legal Obligation;
d) Site closed due to weather or for child if attending school;
e) Medical appointment for self or child;
f) Substance abuse treatment/counseling appointment/probation appointment; or
g) Hospitalization of self, child, or other immediate family member.
2. Weld County may approve additional excused absences, with respect to cultural and religious
reasons, on an individual or case -by -case basis. The total number of excused absences will be
limited to 80 hours per year and no more than 16 hours per month. In all cases, participants will
be required to provide documentation for the excused absence.
3. In addition to the excused absences listed above, 10 holidays are recognized by the Colorado
Works in Weld County Program:
• New Year's Day
• President's Day
• Memorial Day
• Independence Day
• Labor Day
• Veterans Day
• Thanksgiving Day
• The Friday following Thanksgiving Day
• Christmas Eve Day
• Christmas Day
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SS. Good Cause Exemptions: Participation Requirements
1. The Department will make every reasonable effort to ensure individualized plans are appropriate,
achievable, and the most likely strategy to support a participant's long-term economic well-being
goals.
2. The Department may exempt individuals receiving or applying for benefits from participation in
work or activities and based on individual or family situations. These exempted people will still
be counted under Weld County's work participation rate.
TT. Reasons for Temporary Good Cause Exemption from Participation
1. Temporary good cause reasons for exemption from participation in activities or services will
include, but not be limited to, those listed below:
a) A Colorado Works applicant or participant who is caring for child(ren) under age six (6) may
be exempt from activities if one or more of the following conditions apply:
i. Affordable child care arrangements are unavailable in Weld County when the cost of
available child care exceeds the maximum amount Weld County Department of Human
Services deems as appropriate and considers a participant could pay. Appropriate child
care would not exist if there was no facility or home available when a child's health and
safety could not reasonably be assured; or
ii. Informal child care does not exist when a TANF recipient cannot make arrangements for
child care with a relative or acquaintance and assure that the child's health and safety
would not be in jeopardy; or
iii. Child care is not available when it is not within a reasonable distance from work or home
to allow the recipient to effectively participate in the Colorado Works in Weld County
Program. It must also be demonstrated that a reasonable commuting time and/or
alternative transportation is also not available;
iv. Childcare is not available when it is not within a 60 -minute round trip commute from the
recipient's home. If child care can be provided and alternative transportation arranged by
the Department, the 60 -minute round trip drive is not applicable.
b) Transportation - An applicant or a recipient residing at a location too remote for effective
participation in activities may be exempt from participation. The person must demonstrate
that he or she is unable to get to and from the site of an activity within a reasonable
commuting time or does not have alternative transportation.
c) Temporary Incapacity - An applicant or a recipient who has an illness or injury (may include
domestic violence) which prevents participation in activities or services may be temporarily
exempted for a period not to exceed three months.
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d) Incapacitated Household Member - An applicant or a recipient needed in the home to care for
an incapacitated member of the household. The person must provide documentation from a
medical or mental health provider attesting the level of care precludes engagement in an
activity or service.
e) Relative Care - A non -parent participant who has children living with him or her for whom
out -of -home placement would be necessary if the Department discontinued the assistance.
2. A person will be temporarily exempt from work activities if they are responsible for caring for a
child less than three month of age.
3. Adult participants who are exempted due to any of the above (or any other criteria) will be
notified that even though they may be exempted from participation related service requirements,
they are accumulating TANF months that count toward their 60 -month ;lifetime limit.
UU. Redetermination of Temporary Good Cause Exemptions
The Department will re -determine the recipient's exempt status at least every three (3) months, and
possibly sooner, depending on the individual or family situation.
VV. Participant Appeal of Non -Exempt Status Under Temporary Good Cause Exemptions
1. The Department will send a notice of adverse action to all applicants and recipients who, in the
opinion of the Department, do not meet the exempt status for temporary good cause. The
Department's process is outlined in the Department's Operations Manual.
2. The participant may appeal his other nonexempt status under Temporary Good Cause
Exemption by following the procedures outlined in the Department's Operations Manual.
WW. Participation, Education Attainment, Job Retention, and Post -Employment Programming
Incentives
Colorado Works recipients who meet the monthly Federal Work Participation Rate, as defined in
their IRC, will be eligible to receive an incentive of $50.00 per month. Recipients who are meeting
the monthly Federal Work Participation Rate due to "deemed hours" will not be eligible for this
incentive.
XX. Incentives for Full -Time Unsubsidized Employment
1. Recipients who meet the monthly Federal Work Participation Rate consecutively with at least 32
hours of unsubsidized employment will be eligible for the following once per lifetime incentives:
a) An $85.00 incentive and $20.00 gas voucher will be given to the participant upon receiving a
full-time unsubsidized employment that has been verified by the employer;
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b) For the first month, the recipient will be eligible to receive a $100.00 cash incentive;
c) For the second consecutive month, the recipient will be eligible to receive a $150.00 cash
incentive;
d) For the third consecutive month, the recipient will be eligible to receive a $200.00 cash
incentive;
e) For the sixth consecutive month, the recipient will be eligible to receive a $300.00 cash
incentive;
f) For the ninth consecutive month, the recipient will be eligible to receive a' $400.00 cash
incentive;
g) For the twelfth consecutive month, the recipient will be eligible to receive a $500.00 cash
incentive.
2. These incentives are detailed in the Client Incentive Information Sheet which is provided to each
participant at Orientation.
YY. Proof of Employment for Former Recipients
1. Individuals who no longer receive cash benefits as a result of exceeding the income standard due
to continued employment, are responsible for contacting and providing proof to the Department
case manager that they qualify for the incentive. This proof must be verified through Case
Managers and can be accomplished through the following ways:
a) Check stubs;
b) Employer written verification, which includes the employee name and the number of hours
worked in each pay period;
c) Monthly training sheets and/or supporting documentation on employer's letterhead; or
d) Verification of employment.
ZZ. Incentives for Obtaining the High School or General Equivalency Diploma
Participants who obtain a High School or General Equivalency Diploma (GED) will be eligible to
receive a $250.00 cash incentive. This incentive is not allowable for former Colorado Works
recipients. The participant will need to provide proof of the attainment of the GED Certificate or
High School Diploma and, if determined eligible to receive the incentive, payments will be made
within thirty (30) days of receiving all verified documentation.
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AAA. Performance Outcomes
1. The Department will adhere to the outcomes as prescribed in the Memorandum of Understanding
as executed with the Colorado Department of Human Services. Additionally, the Department
will focus on engagement of the participant in services and activities to ensure meaningful
outcomes are met based on individual needs, while maintaining federal program requirements.
The Department has identified the following outcomes to be meaningful in promoting the long-
term well-being of participants in the community, through preparation for, and attachment to,
employment for those who are able to work and to other services and supports for those
determined not job ready. The Department will track data on:
a) Participation in assigned activities;
b) Progress towards established goals;
c) Goal achievement;
d) Job attachment;
e) Job retention;
f) Wage and benefits; and
g) Wage increases
BBB. Hardship Extensions
All participants, except for assistance units containing excluded members, may request an extension
when a hardship exists. A participant's request for an extension can be made in person, by phone, or
in writing. Extensions may be granted for up to six (6) months; additional extensions may be granted
if circumstances warrant the, extension and it is requested prior to the end of the current extension. If
a participant fails to request an extension on a timely basis, an extension may be granted at the
discretion of the Department Head for the Weld County Department of Human Services.
CCC. Eligibility
1. Weld County will consider a hardship extension if one or more of the following criteria exist:
a) Inadequate, or unavailable:
i. Childcare
ii. Housing
iii. Transportation
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iv. Employment opportunities, including but not limited to:
1) When layoffs occur;
2) Wages are below applicable federal and state minimum wage standards;
3) Working conditions present a risk to health or safety;
4) Workers' Compensation protection does not exist;
5) Lack of jobs due to high unemployment rates and poor labor market in region;
b) Available jobs do not align with skills or career profiles, on a case -by -case basis;
c) Disability of the specified caretaker or child, verified by a certified professional;
d) Involvement in the legal system by a member of the assistant unit;
e) Family instability, which may include, but is not limited to, a specified caretaker with the
inability to maintain stable employment or care for the children in their own home or in the
home of a relative based on the assessment; and
f) Domestic Violence issues as determined by the Department's Domestic Violence Policy.
2. Weld County will notify all participants who are approaching the 60 -month time limit on
Colorado Works assistance, starting at fifty-five (55) months. Weld County will make all
reasonable efforts to contact the participants by phone or in person to explain the extension
process to accept a request for an extension.
3. The Department will decide to grant or deny the extension within thirty (30) days of receiving
the customer's request for extension. The Department will provide written notification to the
participant, and if the extension is denied, the notice will include the reason for the denial and
explain the appeal process.
DDD. Additional Criteria
1. Weld County will work with participants to develop an individualized plan that will include
participation activities along with county and community supports to address the causes of the
extension. Additionally, the plan will include sanction procedures for failing to comply and
appeal rights.
2. Good cause for non-compliance with the conditions of the hardship extension plan are the same
as any other individualized plan developed and agreed upon, and include, but are not limited to:
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a) Total disability of the participant or the participant is needed in the home to provide full-time
care for their disabled child. The disability of the participant or the child must be verified and
documented by a medical statement;
b) Victims of domestic violence who risk endangering themselves or their children by
participating in a Colorado Works activity;
c) Death of an immediate family member;
d) Jury duty; and
e) Other documented household circumstances determined by Weld County.
EEE. Order of Selection Upon Meeting the 20% Allocation of Extensions
1. The Department will use an order of selection process when:
a) The number of Colorado Works recipients who have been granted extensions exceed the
percentage of Weld County' cases used to establish the 20% maximum statewide caseload
pursuant to Federal Law and Colorado State Rules, and
b) The Department is unable to serve all eligible Colorado Works recipients from Weld County
who have requested an extension due to hardship.
2. The order of selection will be based on criteria and definitions similar to that used by the
Colorado Department of Vocational Rehabilitation and will be implemented in order to assure
compliance with 20% maximum caseload rule as follows:
a) First Priority — Most Significant Disability. An individual who has a severe physical or
mental impairment, which seriously limits three or more functional capacities (mobility,
communication, self -care, self -direction, interpersonal skills, work tolerance, or work skills)
in terms of employment outcome.
b) Second Priority — Significant Disability. An individual who has a severe physical or mental
impairment, which seriously limits one or two functional capacities (mobility,
communication, self -care, self -direction, interpersonal skills, work tolerance, or work skills)
in terms of employment outcome.
c) Third Priority — Least Significant Disability. An individual who does not meet the criteria
for "most significant disability" or "significant disability" is considered to have the least
significant disability.
FFF. County Provisions related to Native Americans/Alaskans
Any month of receipt of assistance by an adult while living in Native American Indian Country, or a
Native Alaskan village, where at least 50% of the adults were not employed, will not be counted
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toward the 60 -month lifetime limit. Up to 20% of the county caseload may be granted an extension
beyond the 60 -month lifetime limit due to hardship or domestic violence.
GGG. Substance Abuse Screening and Treatment
1. The purpose of this policy is to outline the process for identifying criteria and pursuing screening
and treatment options in a manner that is positive, respectful, and appropriate considering the
overall goal of achieving economic security.
2. The Department has identified that all Colorado Works in Weld County applicants/recipients will
be screened for substance abuse problems. At the point that substance abuse screening indicates
the presence of an abuse situation, a referral to North Range Behavioral Health will be
established for further diagnosis and establishment of a treatment plan. This referral and
treatment will be provided free of charge to the participant, in accordance with program rule
(CCR Volume 3).
HHH. Substance Abuse Definition
Substance Abuse: A pattern of use of a drug (including alcohol and prescription medications) in
which the user consumes the substance in amounts or with methods which are harmful to themselves
or others. Use is differentiated from abuse, and is marked by behavior that is problematic and
harmful; this is particularly relevant to the ability to attain and maintain employment, as well as
ensure family well-being.
III. Screening
The Department has determined that all Colorado Works in Weld County applicants/recipients will
be screened by utilizing the Substance Abuse Subtle Screening Inventory (SASSI). Interpretations of
the screening for substance abuse will be completed by a Certified Abuse Counselor (CAC) typically
through North Range Behavioral Health. After completion of the interpretation, the CAC may also
recommend the use of a diagnostic urine test, contingent upon the results of the SASSI. These
screening services will be provided free of charge to the participant, and every reasonable effort to
accommodate the participant's other obligations (e.g. work or childcare) will be made.
JJJ. Referral
1. A case manager may also suspect a participant is substance abuse involved based upon any of the
following criteria, in the absence of any other explanation or good cause (e.g. known physical or
mental health issues, domestic violence, etc.):
a) Observations of physical symptoms (slurred speech, confusion, smell of alcohol, or
marijuana, etc.);
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b) Chronic missed appointments without other explanation (3 in 6 months);
c) Child welfare referral indicating substance abuse;
d) Self -declaration;
e) Report from credible third party; and
f) Lack of progress in individualized plans.
2. If any of the above criteria exists, every reasonable effort will be made to establish good cause
prior to initiating a referral to substance abuse screening. A referral for screening will take place
only after a discussion with the participant has ruled out good cause or other contributing factors.
The referral will be made in a respectful, courteous manner, and will be included as an element
in the Individual Responsibility Contract (IRC), at the determination of both the case manager
and the participant. When included in the IRC, it will be messaged as a resource and support to
the participant's overall goal.
3. A participant has the right to refuse the referral. In the event that the referral is refused, the case
will be staffed to ensure a screening is, in fact, warranted. If staffing confirms the
appropriateness of screening, and the participant continues to refuse to engage, the County will
follow appeal and sanctioning policies as outlined in program rule and the Department
Operations Manual.
KKK. Treatment
1. Should the screening identify the individual has a substance abuse problem, a treatment plan will
be developed by the case manager, participant and the CAC. The conditions of the treatment plan
will be included in the IRC, as appropriate, and the Department may use a County -defined hold
to enable the participant to engage fully with treatment, in combination (or in lieu of) other work
activities, as recommended by the treatment provider.
2. The development and monitoring of the treatment plan and associated progress will be the
responsibility of the CAC, with support as requested from the Colorado Works case manager.
The focus of treatment will be to assist the customer in participating successfully in the Colorado
Works in Weld County Program, and to attain economic security and well-being. Treatment
may identify other physical and mental health needs, and efforts will be undertaken to satisfy
those needs, as they relate to overall program success.
LLL. Domestic Violence
1. All Colorado Works applicants/recipients (excluding caretaker/child only cases and refugee
cases referred to the designated Voluntary Agency (VOLAG) will be screened and identified
using the state's domestic violence screening form. Initial screening for domestic violence will
take place at Interactive Interview and will occur during the first one-on-one meeting with case
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managers. By providing multiple, safe opportunities for participants and applicants to disclose
this information, and by using staff trained to conduct routine assessments, applicants and
participants may voluntarily and confidentially self -identify as victims of family (domestic)
violence. Self -disclosed information remains confidential, unless an immediate threat to safety
or well-being is present.
2. Weld County will provide referrals for the affected individual(s) to appropriate domestic
violence advocacy, counseling, and support services, which may include the Women's Place, the
Weld County Health Department, local law enforcement, and Colorado Rural Legal Aid, as
appropriate. Informational pamphlets concerning the local shelter also includes information
regarding the cycle of violence, services, and crisis line information is available to all
individuals.
MMM. Waiver
1. The Department offers a good cause waiver that exempts program participants who have
experienced (or are experiencing) family violence from participation in Colorado Works
activities, and/or the requisite engagement with child support services, and/or an extension to the
60 -month TANF time limit, as appropriate. The Department involves the participant in the
invocation of any waiver, and the participant has the right to accept or refuse any waiver offered.
Good cause will be granted as follows:
a) Work activities / time clock: If a participant is identified as a survivor of family (domestic)
violence that interferes with the safety and/or ability to participate in the Colorado Works
Program, the Department will offer the customer a waiver.
b) Child Support Services: If a customer is identified as a survivor of domestic violence and
seeking child support services would potentially endanger or unfairly penalize the participant
or their family if they participated in the program requirement, the Department will offer a
child support engagement waiver to the survivor.
2. Individuals receiving a waiver will be referred immediately to the appropriate domestic violence
advocacy and support services, as needed. Individuals will also be provided information about,
and, if requested, enrolled in the statewide Address Confidentiality Program (ACP). This referral
and associated service will be captured in the IRC and will be reassessed every six (6) months.
Waivers will be accompanied by documentation describing the following:
a) Past, present and ongoing impact of family violence on the individual and family;
b) Individual's available support network resources; and
c) Specific program / work components the participant will be engaged in, (as well as those
waived), with the goal of preserving the individual's safety, while maximizing opportunities
to engage in education, training, work, and other activities that will lead to family financial
security and stable self-sufficiency.
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NNN. Training
Staff will receive state -sponsored training in recognizing, responding, and referring survivors and/or
perpetrators of domestic violence, including the associated impacts of domestic violence on
economic independence and community resources. All staff who play a role in working with
Colorado Works applicants and recipients (i.e. intake, eligibility, assessment, case management, and
dispute resolution) will be trained, and training will be re -taken at least once every five (5) years.
The Department may supplement state trainings that are offered with internal trainings provided in
collaboration with the local and/or state domestic violence programs or agencies.
000. Nepotism and Conflict of Interest
The purpose of this policy is to identify the mechanisms by which Weld County prevents conflict of
interest or appearance of a conflict of interest from occurring within the Department. To ensure that
applicants are provided with assistance and services without concern for preferential or biased
treatment by staff, standards and procedures have been developed and outlined by Weld County and
are followed by all staff who play a role in the determination of program eligibility and case
management functions.
PPP. Intake
1. Applications submitted by an employee of Weld County will be processed in a fair and equitable
manner and according to the same guidelines as all other applications. No applicant will be
discriminated against based upon the applicant's race, creed, religion, political affiliation, sexual
orientation, or station in life. In the event an applicant is a blood -relative, relative by marriage or
adoption, former spouse or otherwise related to a Weld County employee or elected official, a
close friend or any member of the department staff, or any other reasons exists which might
create a potential conflict of interest, the Weld County staff member assigned to the case will
immediately notify his/her supervisor. If the conflict of interest is associated to the supervisor's
relationship with the applicant, the staff member will immediately notify the Weld County
director.
2. Weld County relies upon the discretion and sound judgment of employees to identify situations
as described above, and to follow the appropriate protocol. In the event that a staff member,
customer, or citizen at large identifies a conflict on behalf of another entity who has not
disclosed the potential conflict, such instances will be documented and shared with the
supervisor and/or director as prudence requires.
3. A manager or supervisor will review the nature of the potential conflict of interest and determine
how the application will be processed. Once a conflict is determined the case will be transferred
to a confidential caseload and staff who work with those cases.
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QQQ. Ongoing
1. Weld County makes every effort to ensure case managers do not handle cases where a conflict of
interest may be present. In some instances that cannot be avoided. In those circumstances,
measures to ensure additional supervision will be made. Customers will be notified of this
additional supervision immediately when conflict is identified, and the staff person will assist the
customer in accessing the supervisor.
2. If questions and/or concerns arise regarding the possibility of a conflict of interest during case
management or at any time throughout the life of the case, the case manager will consult with
their supervisor immediately. The established guidelines as outlined in this policy will then be
followed. Any employee who has reason to believe that another employee is providing a service
to a Colorado Works in Weld County participant that involves payment of governmental funds to
the employee or household member of the employee, that employee shall notify the Department
director immediately. In these instances, the county attorney may be consulted to ensure fidelity
to the program is maintained; involvement of the county attorney will automatically result in
notification to the state office as well.
RRR. Case File Maintenance
1. In all circumstances, sensitive cases and associated records are kept confidential. Case
management records and system case notes are only accessible to certain staff authorized and
granted by the system administrator. To assure compliance, Quality Assurance (QA) measures
are implemented in Weld County to discourage and detect the occurrence of fraud, and include,
but are not limited to, the following:
a) Weld County maintains a separation of functions within the department that are reasonable
and required in relation to Department business processes.
b) A periodic supervisory sampling of cases, including case reviews, to monitor the
determination of client and vendor eligibility and the proper calculation and issuance of
benefits.
c) The designated worker assigned to the case reviews and verifies all supporting
documentation for information supplied by the applicant; and requests and verifies other
pertinent information needed at intake and on an ongoing basis
SSS. Additional Criteria
At no time will a member of the Weld County staff accept any gift, service, or preferential treatment
from an applicant. Any such offer will be reported to his/her immediate supervisor. Workers
throughout the Department are encouraged to report any concerns of suspected fraud.
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TTT. Quality Assurance and Fraud Prevention
1. The Weld County Quality Assurance and Fraud Prevention policy is established to facilitate the
development of systems that will aid in the prevention and detection of internal and external
fraud. It is the intent of Weld County to take all allegations of fraud seriously, to investigate all
allegations of fraud appropriately, to maintain procedures for assessing the risk of fraud and to
educate staff and partners at all levels on fraud awareness and relevant procedures.
2. This policy contains the standards and framework for the maintenance of program integrity that
ensures program accuracy and prevents the misuse of benefits. This policy applies to any
irregularity, or suspected irregularity, involving employees as well as customers, contractors,
vendors, consultants, stakeholders, and/or other outside agencies with a business relationship
with the Department.
UUU. Fraud
Fraud is defined as the intentional, false representation or concealment of a material fact for the
purpose of inducing another to act upon it to his or her injury. Weld County management staff is
responsible for the prevention and detection of fraud.
VVV. Risk Assessment
Each member of the management team will be familiar with the types of fraud that might occur
within his or her area of responsibility. Management staff is aware of specific behaviors within their
work group that can signal that the environment is at high risk for fraud. A risk assessment checklist
has been developed and is used in each program area. Staff is prepared to prevent and/or minimize
the development of these risks as well as manage these risks and their potential impact in a
professional manner.
WWW. Internal Controls
1. Fraudulent acts committed by employees of Weld County may include theft or misuse or
misrepresentation of data for use in determining eligibility and grant amounts. Common methods
and types of internal fraud identified by Departments of Human Services include:
a) Deliberate overpayment of benefits to customers;
b) Creating false persons and applications;
c) Reporting false information on behalf of the customer;
d) Transactions (expenses, income, etc.) recorded for incorrect sums;
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e) Altering amounts and details on client documents/cases;
f) Over-riding denial/fail decisions to approve benefits;
g) Misappropriation of funds;
h) Unauthorized transactions;
i) False identification used;
j) Creating false addresses;
k) Reversing claims and overpayments without resolving;
1) Removing benefits from client accounts;
m) Falsifying documents;
n) Forged signatures;
o) Accessing benefits of deceased clients} and
p) Claiming mileage for destinations not traveled.
2. Management staff, in conjunction with Administration and Weld County Human Resources, will
resolve irregularities concerning an employee's ethical or behavioral conduct.
XXX. ExternalControls
1. Weld County addresses Fraud Prevention with our customers using a strength -based approach.
We strike a balance between encouraging independence and family well-being and committing
to the prevention, detection, and correction of misconduct and dishonesty. At eligibility, Weld
County staff reviews and verifies supporting documentation provided by the applicant on the
application, and requests pertinent information as necessary to determine program eligibility.
Workers will, whenever possible, contact the county or state in which the applicant formerly
resided (if applicable) to gather information needed to conform eligibility of the applicant
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including, but not limited to, previous eligibility, sanctions, work history, and fraudulent
activities.
a) A Weld County staff member verifies household composition, employment, and residence
status by the following procedures which include, but are not limited to:
i. Interfaces;
ii. Collateral contacts;
iii. Unannounced home visits; and
iv. Other legal means deemed necessary to determine eligibility.
b) Weld County staff member who discovers or suspects fraudulent activity will:
i. Verify the fraud;
ii. Establish a recovery for the over issuance period;
iii. Document the recovery in CBMS case comments;
iv. Complete an investigation referral form;
v. Attach the investigation referral form to case record and submit to supervisor for review;
vi. Program Administrators review and approve the referral for investigation and forwards to
the Fraud Investigator; and
vii. A record of all fraud referrals is maintained by the Administrator.
YYY. Prudent Person Principle I Collateral Contact
1. When necessary and practical, Weld County staff implements procedures for independent
verification of customer information, including addresses, Social Security Numbers and other
case information. Examples of checking on customer information include, but are not limited to:
a) Checking addresses in Google, and/or other search engines;
b) Checking addresses with the County Assessor;
c) Checking Social Security Numbers for validity or duplication;
d) Contacting landlords;
e) Confirming family membership and their identities;
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f) Calling employers;
g) Checking school records; and
h) Contacting car dealers.
ZZZ. Monitoring
1. Weld County utilizes effective interviewing techniques throughout the life of a case to prevent
and detect fraud. Additionally, Supervisors and Administrators run a variety of reports to review
case work for abnormalities, payments over a specific threshold limit, Diversions, supportive
services and other activities that may point toward fraud. The Administrators and the Business
Office review payment patterns and statistics. Reports reviewed include, but are not limited to:
a) Payments over $1,500.00;
b) Daily Issuance Participation Report;
c) Security Profiles in the Colorado Benefit Management System;
d) Supervisory authorization at specified levels of benefit approval;
e) Death Match Report;
f) PARIS;
g) Out of State Electronic Benefit Transfer (EBT) Usage;
h) Duplicate Social Security Number (SSN) Report;
i) IEVS Reports; and
j) EBT Prohibited Access Reports.
2. The Administrators and the Business Office use application logs and other internal tracking
devices to cross reference specific case actions.
3. The Weld County Quality Assurance Team uses Transaction Case Sampling to pull a percentage
of case actions for each worker, supervisors then review and authorize. This process is
instrumental in preventing and detecting fraud, and enhancing the County's ability to find errors,
target training and staffing needs, and ensure that customers are receiving appropriate benefits
and services.
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AAAA. Reporting Procedures / Fraud Investigations
1. Weld County staff are encouraged to report concerns to the Weld County Fraud Investigator,
who prepares a written report for Administrators and the Business Office to review and
determine what, if any, further action will be taken. Actions can include, but are not limited to:
a) Determination that no fraud was committed;
b) Further investigation is required;
c) Determination of the amount of overpaid benefits;
d) Referral back to the case manager;
e) Termination of assistance;
f) Administrative hearings;
g) Referral for establishment of account receivable; and
h) Referral to the District Attorney (DA) for prosecution.
2. The State Fraud Hotline is maintained to encourage the public to report suspected fraud 24
hours a day by telephone at 1-877-934-6361 and by fax at 1-303-866-7332.
BBBB. Confidentiality
Weld County staff and others involved in the process of fraud investigation treat all information
received confidentially. Investigation results will be disclosed or discussed on a "need to know"
basis only. This is important to avoid damaging the reputations of persons suspected but
subsequently found innocent of wrongful conduct. Any employee who suspects dishonest or
fraudulent activity will notify the director, or designee, immediately, and should not attempt to
personally conduct investigations or interviews/interrogations related to any suspected fraudulent
act.
CCCC. Staff Training
New staff is trained at the time of hiring on the department's values and code of ethics. The training
explicitly covers fraud awareness and prevention with a positive tone, and stresses the expectations
on all employees regarding their duty to communicate certain matters, specific examples of
suspected fraud, and how to report. The Weld County fraud investigator conducts employee
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trainings and provides updated materials to employees on an annual basis. Ongoing training is
offered through the Colorado Welfare Fraud Council (CWFC) and the state Division of
Employment and Benefits Professional Development Academy.
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CHAPTER 3 — Adult Protection Services (APS)
ARTICLE I - General Provisions
Sec. 3.1.10. - Conservatorship and Guardianship
A. Purpose
APS staff work with vulnerable at -risk adults who may, or may not, have the ability to enter
into verbal or other agreements independently or with complete understanding. As a result, it
is prohibited for APS staff to take possession of the personal property, original paperwork, or
handle money or any financial instruments of APS Clients.
1. Client Property. In the rare and unforeseen circumstance where property May be lost or
damaged due to inaction, the APS Supervisor or Area Agency on Aging (AAA) Division
Head are required to be consulted and their prior approval given to take possession of a
Client's property if there is no other viable option available di Vie time. Without approval
of APS Supervisor or AAA Division Head, APS Staff are not to'lake possession of
Client's property.
2. Client Paperwork. APS Staff have technology to take or scan documents in the field and
the ability to obtain documents electronically or by mail. APS staff should not take
original documents from a Client but, instead, should take possession of copies of
documents. Original Court documents needed from Guardianship and Conservatorship
cases should only be obtained from the Court or DHS Legal Department.
3. Client Financial Instruments. Weld County Department of Human Services (DHS) does
not provide financialservices to,APS Clients (Section 12 Colorado Code of Regulations
2518-1-30.640 Representative Payee). As a result, there is no circumstance where APS
Staff should take possession, nor be in control, of any financial instruments of a Client,
including cash, checks, coin collections, or anything of monetary transferable value at
any time.
B. Conservatorship
Pursuit to Section 12 Colorado Code of Regulations 2518-1-30.630 (Court Intervention), and
in compliance with all requirements of this section when determined by APS Assessment,
supporting medical and/or psychiatric documentation, and financial need of the Client, the
APS Supervisor shall consult with the AAA Division Head about the need for a Conservator
to be appointed for a Client. Upon determination of need for a Conservator, the APS
Supervisor, AAA Division Head, DHS Director or their designee, and the County Attorney
will be consulted about the need for a Conservator to be petitioned and/or appointed.
1. The final decision of Conservator involvement will be at the discretion of the DHS
Director or their designee.
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2. The APS Unit will be responsible for gathering the required information and completing
the petition for Conservatorship to be reviewed and approved by the County Attorney and
DHS Director.
3. The Supervisor will be responsible for providing testimony to the Court regarding a
Conservatorship petition.
4. The Weld County Public Administrator will be the primary appointee unless an
alternative Conservator is available or deemed more appropriate based on the Client's
need.
5. At no time will Weld County DHS serve in the role of Conservator on either a temporary
or permanent basis.
6. If the need for a Conservator is identified in conjunction with the need for a Guardian,
DHS will inform the Court during the Guardianship hearing of need for a Conservator
and allow the Court to appoint a Conservator off the bench if deemed appropriate by the
Court.
C. Guardianship
Pursuit to Section 12 Colorado Code of Regulations 2518-1-30.630 (Court Intervention), and
in compliance with all requirements of this section, "it is urged to petition the Court for an
order authorizing the appointment of an emergency Guardian and/or Special Conservator in
order to resolve the immediate safety.concern(s)," when determined by APS Assessment,
supporting medical and/or psychiatric documentation, and need of the Client to resolve
Safety concerns, and there is no other identified responsible party who is able to serve as
Guardian.
1. The DHS Director will be the Guardian of last resort.
2. The APS Supervisor, upon determination of need for a Guardian, shall consult with the
AAA Division. Head about the need for a Guardian to be appointed for a Client.
Upon determination of need for an emergency or permanent Guardianship, the APS
Supervisor, AAA Division Head, DHS Director or their designee, and the County
Attorney will be consulted about the need for a Guardian to be petitioned and/or
appointed.
4. The final decision of Guardianship will be at the discretion of the DHS Director or their
designee.
5. The APS Unit will be responsible for the following:
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a) Completing searches through available documentation and records obtained during
APS Assessment;
b) Utilizing the Family Finder Unit for a search of relatives or known associates of the
Client who may be able to serve as Guardian in preference of the DHS Director;
c) Gathering the required information and completing the petition for emergency or
permanent Guardianship to be reviewed and approved by the County Attorney and
DHS Director; and
d) Providing case management services for the Client on behalf of the
i. The DHS Director must make all medical and placement decisions.
ii. The APS Unit has no authority to make decisions on behalf of the Client.
6. The APS assigned Caseworker and/or APS Supee isor will be responsible for providing
testimony to the Court regarding a Guardianship petition
7. The APS approved Guardianship Letter wilt be updated as warranted with instructions to
parities for after-hours contacts and how to di mate information about the Client to
the APS Unit.
8. Pursuant to Colorado Revise dSt flute (C.RS.) 15-18.5-103(8), the County Department
(Weld County DHS) does not seek Guardianship solely to make medical decisions on
behalf of the Client.
9. Pursuant to Section12 Colorado Code of Regulations 2518-30.630-D, the County
Department shall initiate proceedings to withdraw as Guardian and/or Conservator when:
10.
) Medical or psychiatric evidence indicates a Guardian and/or Conservator is no longer
cess
b) Mother appropriate Guardian or Conservator has been identified; or,
c) The County Department (Weld County DHS) is no longer able to fulfill Guardianship
responsibilities, as appointed.
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