Local Operating Procedures Building a Foundation

22 Developing Local Procedures What are the governing authorities for the Welfare Transition (WT) program ? –Federal Law Code of Federal Register (CFR) –State Law Florida Statutes (F.S.) Florida Administrative Code (FAC) State Plan –State guidance

33 Federal Law –Provides general parameters and guidelines under which states must operate different programs For the WT program, it is 45 CFR –It also provides the minimum requirements for program elements

44 State Law –Uses federal requirements to set more specific standards and guidelines –It lays the foundation for program administration –It can also be more restrictive than federal law

55 State Guidance –Uses State Law to provide more detailed direction and instruction relative to the program –References both federal and state requirements Can be more restrictive than federal or State law

6 Local Operating Procedures We often use the analogy that work activities are like a house in the WT program: –Core activities serve as the base of the house They can stand alone Don’t need help to hold them up –Core plus serve as the roof of the house Need the base (core) activities to hold them up If work activities are the program’s house, the LOP is the foundation on which it is laid

7 Local Operating Procedures 1. Job Skills Training 2. Education Directly Related to Employment++ 3. Satisfactory Attendance HS/GED++ 1.Unsubsidized Employment 2.Subsidized Private Emp. 3.Subsidized Public Emp. 4.On-the-Job Training 5.Work Experience 6.Job Search/Job Readiness Assistance 7.Community Service 8.Vocational Education and Training 9.Providing Childcare ++Core for teen parents without a high school diploma/GED Local Operating Procedures

88 Think of your RWB as another layer of the governing process –Will what works for one region work for all other regions? –Will processes that work for a large city also work for a rural area? –Are all participants and their situations the same?

9 Local Operating Procedures What issues might a rural area be dealing with that a big city may not encounter? –Transportation No access to public transportation No access to taxis No access to shuttles No access to close neighbors with a vehicle

10 Local Operating Procedures Transportation –Do all case managers know what’s allowed? Are transportation deferrals allowed in your region? –If so, under what circumstances? Is there a limit on how long a participant can be deferred due to transportation issues? –If so, what is that duration? –What steps must the case manager take to try to eliminate the barrier?

11 Local Operating Procedures Why do we need LOPs? –They provide strict and specific program instruction –They hold up the integrity of the region’s processes –They are written instruction on how the region runs its programs –They eliminate process confusion

12 Local Operating Procedures Why do we need LOPs? –They are written documentation in the event of A request for supervisory review of a case A fair hearing with Department of Children and Families A grievance A law suit

13 Supervisory Review –Participants may request a supervisory review of their case if They feel their case is not being handled appropriately They feel they were treated unfairly They feel that they were unjustly denied a service

14 Fair Hearing A participant may request a fair hearing –If they feel action was taken on their case inappropriately Sanction Termination of services due to a sanction

15 Local Operating Procedures Grievance –A participant may file a grievance if (s)he feels Discriminated against –Race or Ethnicity –Age –gender Treated unfairly Is not satisfied with the results of a fair hearing

16 Local Operating Procedures Where do we start? –Look at the program from beginning to end From applicant to transitional What program processes need to have LOPs? For which program elements am I requiring every case manager to follow the same rules?

17 Local Operating Procedures Work Registration Initial Assessment Individual Responsibility Plan (IRP) Work Activities Documenting Hours of Participation Support Services Good Cause Domestic Violence

18 Local Operating Procedures Work Registration –Design a customer flow process How do you want applicants to flow from the front-desk through work registration? Think of every possible scenario and how staff should help applicants While it may not be possible to plan for all scenarios, LOPs provide a reference and guidance for program processes

19 Local Operating Procedures Work Registration –Recommended elements for the LOP What must the applicant complete for the work registration process to be successfully completed? –Orientation/Overview –Workshops –Applicant job search –Job matching –Up-Front Diversion Screening process for appropriate candidates

20 Local Operating Procedures –It should also include: The process for medically incapacitated individuals who cannot complete work registration When to provide support services to individuals who need services to complete work registration

21 Local Operating Procedures Initial Assessment –Your initial assessment LOP should identify: The initial assessment tool program staff use How the tool assesses –Work history –Skills –Employability This could be a locally developed form or a combination of forms and standardized tests like the TABE

22 Local Operating Procedures Initial Assessment Tool –How do you know when it was completed? Was it dated by the program participant? –How do you know if it was reviewed? Was it dated by the program staff? Are any elements missing or left blank?

23 Local Operating Procedures Initial Assessment –The LOP should also include: When supplemental assessments may be needed Assessing for hidden disabilities –Is this contracted out or a preliminary in-house assessment? Assessing for possible mental health and substance abuse issues Assessing for possible domestic violence and need for services –Are these general questionnaires?

24 Local Operating Procedures Individual Responsibility Plan (IRP) –The LOP for IRPs could include: The process for developing the IRP When it must be completed How often the steps-to-sufficiency must be updated and signed The tool the RWB uses IRP Requirements

25 Local Operating Procedures –When must staff initiate the IRP? –Who is required to sign the IRP? –What must be included on the IRP Employment goals Educational goals Needs and Barriers Steps to Self Sufficiency 25

26 Local Operating Procedures Individual Responsibility Plan –It should also include: How often the plan should be updated? –Is the full plan updated or only the steps to self-sufficiency? Under what circumstances must the full plan be updated? Under what circumstances must the steps be updated? –Provide examples and scenarios –Provide a template to make it easier for staff to follow

27 Local Operating Procedures Documentation –Your documentation LOP should include: How often documentation must be collected –Weekly, bi-weekly Who must sign documentation for –On-site job search –Work sites –Education time sheets

28 Local Operating Procedures Documentation –It should also include: What information is required when a collateral contact is made –What forms are acceptable for collateral contacts Data entry requirements –Documentation must be received prior to entering data into the system –Who is responsible for entering data in the system –Deadline for entering data into the system once information has been received

29 Local Operating Procedures Support Services –Does your support services LOP include: Processes for providing services to –Applicants –Mandatory participants –Transitional customers Is transportation provided based on –Mileage and participation –Participation only

30 Local Operating Procedures Support Services –It should also include: Processes for providing services to those completing alternative activities (non-traditional activities) –Attending doctor’s appointments –Physical therapy –Counseling sessions

31 Local Operating Procedures Good Cause –Does your good cause LOP include: What is good cause for noncompliance When documentation must be provided to support good cause The appropriate use of excused absences based on good cause The appropriate steps to take with the customer if good cause does not exist

32 Local Operating Procedures Domestic Violence –Does your domestic violence LOP include: What staff must do if someone self-discloses Where to refer the participant if (s)he is requesting domestic violence services –Is there a contracted entity in-house? –Is it out in the community?

33 Local Operating Procedures Domestic Violence –Your domestic violence plan should also include: What should be included in the participant’s safety plan What steps must be taken to ensure confidentiality What must be included in the system –To learn more about domestic violence requirements for Florida’s WT program, click hereclick here

34 Local Operating Procedures Questions? Please contact the Welfare Transition Team at An equal opportunity employer/program. Auxiliary aids and services are available upon request to individuals with disabilities. All voice telephone numbers on this document may be reached by persons using TTY/TDD equipment via Florida Relay Service at 711.