S H I N E

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

2. Goals of the Program PURPOSE: To provide opportunities for our customers to receive and develop the: • Education • Training • Skills Development • Supportive Services GOAL: To obtain employment and other services that will lead to family self sufficiency.

3. What DSS provides • WEX Leads from Job Developer based on interest and/or experience • Referrals to community resources • CCYSB • Early Head Start • Transportation assistance (incentive) • POC/Child Care Vouchers (subsidized child care) • Intensive Case Management • P10 funding

4. What DSS Provides • Assistance with applications including: employment, FAFSA, NIN, Housing, Emergency assistance and Resume assistance • Job leads via email • Incentives • Mock Interviews • Professional Clothing Assistance • “If it’s possible within policy we will make sure you get it.” • ---Karen Bernard, FIA AD

5. Abbreviations Cheat Sheet for Jargon

6. Commonly Used Abbreviations • FIP = Family Investment Plan • LDW=Last Day of Work • T/S = Time Sheets • 500= medical exemption form • BERC = Business & Employment Resource Center • WNJ = Winning New Jobs • GREAT = Good Resumes, Education, And Training • POC = Purchase of Care (Child Care subsidy) • WAC = Work Activity Coordinator • WEX = Work Experience • Wage form= verification of employment or terminated employment

7. Commonly Used Abbreviations 1052= Request for Information UIB=Unemployment Insurance Benefits CK= Child under 1 exemption; MAX12 months in a lifetime IPV= Intentional Program Violation BEV= Class time countable MAX12 months in a lifetime CID=Customer ID Number NONC-noncompliance: failure ot meet program requirements Conciliation/Sanction: penalty FIP=Family Investment Plan/Personal Responsibility Agreement OWRA=Online Work Readiness Agreement

8. SHINE Orientation “Ground Rules”

9. Ground Rules • Customers will: • Be respectful: Everything here is confidential! Do not repeat someone else’s conversation outside of this room. • No cell phones use in class (includes texting). Please put phones to vibrate and only in an emergency take call during breaks. • Smoke only at the roadside sidewalk. State buildings are smoke free by law • Follow the instructions of the SHINE facilitator including suggestions for updating resumes • Contact their Work Activity Coordinator (WAC) with any questions—they are your point of contact

10. Ground Rules (‘Continued) • Will request WAC after lunch if any questions remain • Will participate and cooperate • Will have timesheets signed at end of each class • Will request & sign for transportation assistance at end of Day 1 - If eligible will receive on Day 2 • Submit completed SIGI, Master Application & Resume to WAC at end of SHINE orientation

11. The TCA Team

12. Who’s Who? • TCA Supervisor/FIA AD – Ms. Karen Bernard (x3362) • Data Manager/Work Program Coordinator – Ms. CJ Stiles (x3318) • SHINE Facilitator/Job Developer – Ms. Ann Thomas (x3462) • WAC –Ms. Kimberly Craig (x3478), Ms. Erin Welch (x3322) • Eligibility Worker/ TCA Case Managers – Ms. Judy Ripper (x3365), Ms. Kelly Gruber (x3392) • Substance Abuse Screener– Ms. Paula Kleiman (x3439) • POC Case Manager – Ms. Robin Sayers (x3358)

13. Why do I Have to Participate in the Work Program? Meeting Eligibility Requirements Federal Law

14. PRWORA 1996 • Personal Responsibility and Work Opportunity Act • Federally mandating TANF (Temporary Aid to Needy Families) or Cash Assistance be tied to work activity • Work activity must be tracked and verified • Audits on Federal and State Levels • Work activities include: • Job Readiness Training • Job Search • UNPAID internships and community services • **Vocational Training and GED Prep and/or ESOL activities** *Restrictions Apply

15. Mandatory Requirements • Requirements are set by Federal and State standards and are mandatory. • If you are mandatory to participate in the work program, you must: • meet the hourly requirements established • comply with the Family Investment Plan (FIP) • Failure to meet these requirements may cause a closure/denial of Temporary Cash Assistance benefits.

16. Review of Forms

17. Review of Forms • FIP • Time Sheet • Employer Contact Log • Verifications • WEX Agreement • Wage Form • Medical Form • Change Form

18. Timesheet

19. Time Sheet Instructions • DO NOT use any colored ink besides black or blue to complete your time sheet. Do not use pencil. • Do not make entries in the upper right box or in the ‘code’ boxes. • You must enter the activity (what you’re doing & where) each day, even if it’s the same activity. • When you change activities, you will use another block of the time sheet. You cannot include one activity into another (such as job search while you are volunteering).

20. Work Activities What counts… Only APPROVED Work Activities are countable

21. Work Activities • Job Search/Job Readiness Training • Includes: SHINE, WNJ, GREAT Resume • ANY class taken at BERC • Substance abuse treatments and/or maintenance appointments • Mental health appointments • Volunteering • Employment • Vocational Education VERIFICATIONS must be submitted to be countable

22. Countable Activity: Job Search • ALL job searches must be documented on timesheet and job contact sheet, with printed or emailed verification for each • Online applications: confirmation application was submitted • Email : copy of email with date • In person: business card of manager on duty and a copy of your application that that position (NOT a master application) • Job interviews: business card; email setting interview or follow up interview indication time and date of meeting

23. Job Search/Job Readiness Verifications • Job Search • Fax confirmations, Fax cover sheet, Cover letter illustrating position applied to and resume on file • BERC Activities Verifications • Handouts from class and information on course attended • Certificate showing tutorial was completed • Check off list of recommendations from Employment Specialist • Business card for interviews • Mock interview feedback forms • Literature or information from Job Fair vendors and/or signature of Job Developer

24. Job Search/Job Readiness Verifications • All activities must be listed on time sheet • Start and End dates • Activities must list What the activity is and Where it is • Example: MS Office Word Tutorial at BERC **Signatures from the front desk receptionist is NOT a verification except as justification of transportation assistance to BERC**

25. Job Search Tips • Make your job contacts relevant! • If you don’t have reliable transportation, do not apply for jobs in other states or counties. • If you don’t have the requirements of the position don’t apply for the job—it will not be countable • Example: Judy has no certifications. Judy has not yet completed her GED. She knows she wants to become a nurse. A job opens for a Medical Assistant. She applies. This is not countable. • Keep current information on your Employer Contact Log.

26. Job Contact Sheet

27. Common Errors • No verifications of job search • No verifications of excused absence hours, appointments • No date on job search verification • No contact sheet • Missing Signatures • Incomplete or No WEX form • Incomplete or No Wage form • Time sheets dated incorrectly

28. Why Volunteer? • Volunteering gives you an opportunity to develop work ethics & habits • Gain experience in different career fields • Give back to the community • Looks great on your resume • May lead to permanent employment • You can NOT volunteer with family or friends, and your location must be approved by DSS. • It’s a countable activity • By the last day of WNJ you should have submitted a WEX form • Minimum required hours are to be in volunteer placement

29. Countable Work Activity (WEX/WEM) • Work Experience/Community Service (6 month maximum service at any one particular location and must be approved by DSS personnel) • If a position is arranged by customer then a site visit must be completed BEFORE the site is approved • Supervisors must be present to monitor customer volunteering • Tip: Ask who else should be supervising your work when the supervisor is out and have that person listed on WEX agreement • *2 weeks notice is necessary before leaving a volunteer placement and is the responsibility of the customer • *Good cause exemptions to be approved by office

30. Countable Work Activity (WEX/WEM) • Family members CAN NOT supervise in WEX/WEM • You are not to volunteer with former employers • WEX/WEMs are UNPAID internships • If you are being paid in tips you MUST declare it • You should not volunteer in a position in which you are already qualified to work • Example: Kelly is a Legal Assistant. She knows of a local legal office. She arranges an internship with the law office as a Legal Assistant.

31. Countable Work Activity (WEX/WEM) Purpose of the WEX/WEM: • Fills in gaps in employment • Builds professional reference list • All WEX/WEM supervisors agree to give evaluation for your records • Builds skills-Free Training! • Potential for employment if you impress and they’re hiring • Save BEV hours by counting clinicals and school mandated internships as WEX/WEM

32. Partnerships for WEX and Employment Opportunities • Access Carroll • Carroll County Government • Human Service Programs • Carroll County Department of Social Services • NESAP • Carroll County Health Department • Office support • SKIT (Seniors Keep in Touch)

33. Countable Activities: Treatment • Physical or Mental Rehabilitation • Mental Health therapy • Physical therapy (standing appointments) • Substance Abuse Screening • Substance Abuse Maintenance • Self-Help classes like: AA, NA, Al-Anon, Narcon All must appointments must be verified with: A. Signed letter stating ongoing treatment and signatures for appointments B. Work Excuse from physician’s office

34. Countable Activities: Employment ***CAUTION! *** Self-Employment & Commission-Based jobs are NOT recommended! (Cosmetologists, Sales, etc.) WHY? These types of employment are based on min wage Example: Karen works at the salon as a cosmetologist for 20 hours Karen is responsible for 20 hrs/wk in work activity Karen earns $50 for the week Karen reported her income within 10 days of receipt Karen did not meet her minimum required hours WHY? The minimum wage = $7.25, $50/$7.25=6.89… or ONLY 7 /20 hrs needed

35. Countable Activity: Employment • Transitional Assistance (food stamps & medical) – possibly a “disregard” • Subsidized Employment is countable for the work program but NOT as income • Work Study is Subsidized employment • Employment will ALWAYS pay you more than the TCA grant

36. Employment (‘Cont) • If you are hired, have the employer complete the wage form section C (BOTH pages) • Sign the form and ensure it has your CID or SSN • The hours will be countable from start of work towards your work activity • Income will be countable after receipt of wages • Missing information, no signatures, etc = incomplete wage form – IF IT’S NOT IN WRITING, IT DIDN’T HAPPEN! • Range of hours are averaged: 15-30=22.5

37. Countable Activity: (BEV) Vocational Education and Training • **GED prep is not countable under this activity** • Continuing Education • College /Trade school • Vocational Education (intended for certificate programs or retraining) – there is a 12 month lifetime limit • Example: Wendy wants to be an RN. She knows she has to attend school for atleast 2 years. She only has 1 year maximum for counting Class as her activity. She completes her Certified Nursing Assistant first then works while attending school OR Wendy can go for 1 year and then volunteer while finishing her degree b/c after 1 year it is not countable OR she can use her clinical time as a WEX and extend her BEV time

38. Special Circumstances When life gets in the way…Staying compliant

39. Excused Absence Hours • Sick child? • Have the flu? • Vaccinations and preventative care appointments? • Service Appointments: HUD appointments,WIC appointments? • Always try to make routine appointments during times when you are not scheduled to volunteer or train. When you cannot make up the hours AND an appointment interferes with your approved activity CALL YOUR WAC and let them know, let the facilitator or supervisor know and VERIFY!

40. Excused Absences: Limitations • Each participant is allowed a maximum of: • 16 hours per month • AND • 80 hours for the past 12 months • NOTE: if you use 16 hrs x 5 months, you will have exhausted your excused absence time • DO NOT rely on using the excused hours to meet your minimum mandatory hours • Medical/dental appointment for yourself or your child/ren can be excusable IF you submit a “work excuse”

41. Medical Exemptions To obtain a medical exemption from the Work Program: A completed 500 form must be completed by a provider stating a customer cannot work OR train with start and end dates Attend SHINE orientation Submit time sheets weekly showing good progress with treatment Verify every appointment with a work excuse on office letterhead Follow instructions and recommendations of the provider If exempt for a year or more, file SSI/SSDI filing & all appeals • Example: Kelly has a medical exemption and the Dr. recommends PT. Kelly never goes to PT. The 500 is void. Kelly is noncompliant and set to close.

42. Medical Exemptions • If you are unable to perform your work activity due to a medical condition for 2 weeks or more, you must have your physician complete a 500 form. • Need assistance filing for SSI/SSDI? • Community Resources • SOAR at Carroll County Health Department (free) • Catastrophic Health Providers (% of lump sum payment when received) • Social Security Lawyer (% of lump sum payment when received)

43. Emergencies and the Need to Reschedule Mandatory Activities • If you have a conflict and good cause for missing a mandatory activity, you MUST contact your Work Activity Case Manager before the start of the mandatory activity • You MUST verify the reason for missing mandatory activity • You MUST contact facilitator of mandatory activity • You MUST attend any rescheduled activity as assigned: you should receive a letter in the mail re-assigning your mandatory activity

44. Emergencies and Missing Time in Volunteer Placement • You MUST: • Call your WAC and report why not in approved activity • Call your WEX/WEM Supervisor and notify them you will not be in • Call the Job Developer to notify her of missed time • Call the ICM if you are assigned one and notify them • You MUST submit verification of good cause for missing the activity with your timesheet and list the time in an alternate activity

45. Holidays • You may receive credit for work participation hours if your regularly-scheduled activity falls on a holiday. • Example: July 4th falls on a Wednesday – If you usually volunteer on Mondays, Tuesdays & Fridays…you will NOT get credit for July 4th since you do not normally volunteer on Wednesdays. If your volunteer location is closed on a holiday, your supervisor will have to confirm that on your time sheet.

46. Vacations • There are NO vacations in the TCA program • If you do not meet your hours for the month, do not submit time sheets, or are not in an approved activity, you may face closure or denial of TCA benefits

47. Non-Compliance & Sanctions Penalty for not following FIP Work Plan

48. Non-Compliance • If you fail to follow your plan/FIP (which includes meeting mandatory hours) we MUST take action. Failing to follow guidelines will result in a denial of your application if you are an applicant. • Once you become a recipient, you may receive a conciliation (1 time only), and/or a sanction. A sanction will result in the closure of your TCA until you “cure” the sanction by being compliant for the set number of days as set forth by the sanction (1, 10, 30 days) CONSECUTIVELY

49. Non-Compliance • Did not meet minimum required hours • Did not fulfill the FIP requirement • Did not submit requested information by due date • Did not attend mandatory activity • Voluntary Quit • Failed to follow recommendations of Substance Abuse Screener • Failed to pursue child support and recommendations of SAO/BOSE

50. Sanction Process • 1st offense + good cause: Conciliation, no effect of benefit as long as keep conciliation appointment or call to reschedule ahead of appointment • 1st offense + no good cause: 501 Sanction, 1day benefit disruption • 2nd offense: 502 Sanction, 10 day benefit disruption • 3rd and ongoing: 503 Sanction, 30 day benefit disruption • Monies are pro-rated and may not be the full amount for the month; budget accordingly • If a sanction is cured, the case is reinstated as of the next business day; available the day AFTER the case is reinstated after 10 am