1. 1 Closing Welfare Transition Cases in the One Stop Service Tracking (OSST) System Agency for Workforce Innovation Statewide Training Spring 2005

2. 2 Topics of Discussion Reasons cases are closed in the Welfare Transition ProgramReasons cases are closed in the Welfare Transition Program Appropriate time to close casesAppropriate time to close cases Closure reasons to be entered on the Case at a Glance screenClosure reasons to be entered on the Case at a Glance screen

3. 3 Reasons for Case Closure Child Support Enforcement (CSE) SanctionsChild Support Enforcement (CSE) Sanctions Opting offOpting off ExemptionExemption Welfare Transition Sanction (Work Penalty)Welfare Transition Sanction (Work Penalty) Unable to Determine Continued EligibilityUnable to Determine Continued Eligibility Earned IncomeEarned Income

4. 4 Child Support Enforcement (CSE) Sanctions CSE closure To-Do received on a mandatory Welfare Transition (WT) caseCSE closure To-Do received on a mandatory Welfare Transition (WT) case Review case on the FLORIDA system Review case on the FLORIDA system Participant is included in the denominator of the participation rate Participant is included in the denominator of the participation rate Attempt to engage the participant until the eligibility end date Attempt to engage the participant until the eligibility end date

5. 5 Case at a Glance

6. 6 Closure

7. 7 Closure

8. 8 Opting Off of Temporary Cash Assistance Participant “opts off” through the Department of Children and Families (DCF)Participant “opts off” through the Department of Children and Families (DCF) Review the case in the FLORIDA System Review the case in the FLORIDA System Participant is included in the denominator of the participation rate Participant is included in the denominator of the participation rate Attempt to engage the participant until the eligibility period ends Attempt to engage the participant until the eligibility period ends If the participant is non compliant, initiate the penalty process If the participant is non compliant, initiate the penalty process

9. 9 Opting Off Terminate services, activities, training, deferrals, jobs If the service, activity, training or job does not have an Actual Start Date, it does not have to be closed Do not enter an actual start date and actual end date Enter an outcome of “Not Started” Initiate case closure Select “Assistance Cancelled” from the closure reason drop down

10. 10 Sanction is Subsequently Requested Closure alert is received on March 15, 2005; the participant has “opted off”Closure alert is received on March 15, 2005; the participant has “opted off” The participant will receive cash through April 2005The participant will receive cash through April 2005 The participant fails to comply April 1, 2005, and the penalty process is initiatedThe participant fails to comply April 1, 2005, and the penalty process is initiated On April 12, a sanction is requested because the participant did not respond to the 2290 or oral contactOn April 12, a sanction is requested because the participant did not respond to the 2290 or oral contact DCF does not respond to the sanctionDCF does not respond to the sanction

11. 11 Case Closure Due to a Subsequent Sanction Request The individual is required to participate in a month of cash assistance receipt unless exemptThe individual is required to participate in a month of cash assistance receipt unless exempt End the penalty request with “Sanction not imposed” using the Eligibility End Date from the To DoEnd the penalty request with “Sanction not imposed” using the Eligibility End Date from the To Do The case note should reflect the actions takenThe case note should reflect the actions taken The case should be closed by selecting “Assistance Cancelled” from the drop down on the Case at a Glance pageThe case should be closed by selecting “Assistance Cancelled” from the drop down on the Case at a Glance page

12. 12 Status Change-Exemption Case Closure “To-Do” is received when DCF determines the individual meets an exemptionCase Closure “To-Do” is received when DCF determines the individual meets an exemption Close WT case immediately using the Date Created on the To-Do Close WT case immediately using the Date Created on the To-Do If participant is still receiving TCA and chooses to participate DCF must change the status on AGPI to “exempt volunteer” If participant is still receiving TCA and chooses to participate DCF must change the status on AGPI to “exempt volunteer”

13. 13 OSST Case Closure Due to Exemption Terminate the services, activities, trainings, jobs and deferralsTerminate the services, activities, trainings, jobs and deferrals Use appropriate outcome Use appropriate outcome If the service, activity, training or job does not have an Actual Start Date, it does not have to be closedIf the service, activity, training or job does not have an Actual Start Date, it does not have to be closed Do not enter an actual start date and actual end date Do not enter an actual start date and actual end date Enter an outcome of “Not Started” Enter an outcome of “Not Started” Initiate case closureInitiate case closure Case closure reason- “Became Exempt”Case closure reason- “Became Exempt”

14. 14 Welfare Transition Sanction (Work Penalty) Sanctions are requested by the RWB provider and imposed by DCFSanctions are requested by the RWB provider and imposed by DCF Sanction and Case Closure To-Do’s will be received when DCF actually imposes the sanctionSanction and Case Closure To-Do’s will be received when DCF actually imposes the sanction Close case immediately in OSST using the Date Created on the To-DoClose case immediately in OSST using the Date Created on the To-Do Select the “Sanctioned Level 1, 2 or 3” from the Closure Reason dropdown on the Case at a Glance pageSelect the “Sanctioned Level 1, 2 or 3” from the Closure Reason dropdown on the Case at a Glance page

15. 15 Unable to Determine Continued Eligibility (DCF) Case Closure To-Do received when DCF is unable to determine continued eligibility (no show for appointment, failure to provide documentation, etc.)Case Closure To-Do received when DCF is unable to determine continued eligibility (no show for appointment, failure to provide documentation, etc.) Review case in the FLORIDA System Review case in the FLORIDA System Participant is included in the denominator of the participation rate Participant is included in the denominator of the participation rate Attempt to engage the participant until the end of the eligibility period Attempt to engage the participant until the end of the eligibility period If the participant does not comply, initiate the penalty process If the participant does not comply, initiate the penalty process

16. 16 Case Closure Due to DCF’s Inability to Determine Continued Eligibility Close all services, trainings, activities, jobs and deferralsClose all services, trainings, activities, jobs and deferrals Select the appropriate outcome Select the appropriate outcome If the service, activity, training or job does not have an Actual Start Date, it does not have to be closedIf the service, activity, training or job does not have an Actual Start Date, it does not have to be closed Do not enter an actual start date and actual end date Do not enter an actual start date and actual end date Enter an outcome of “Not Started” Enter an outcome of “Not Started” Initiate case closure in OSSTInitiate case closure in OSST Select “Assistance Cancelled” from the Closure Reason dropdown on Case at a GlanceSelect “Assistance Cancelled” from the Closure Reason dropdown on Case at a Glance

17. 17 Case Closure Due to Earnings Case Closure To-Do received when reported earned income to DCF terminates the TCACase Closure To-Do received when reported earned income to DCF terminates the TCA Do not close OSST case at this time Do not close OSST case at this time Participant is included in the denominator of the participation rate calculation until the last day of the last month of eligibility for cash assistance Participant is included in the denominator of the participation rate calculation until the last day of the last month of eligibility for cash assistance Review To-Do to determine appropriate closure date Review To-Do to determine appropriate closure date Set a Future To-Do to be reminded to close the case in OSST or to change the OSST status to transitional Set a Future To-Do to be reminded to close the case in OSST or to change the OSST status to transitional

18. 18 Case Closed Due to Earnings Engage the participant in a minimum of 30 hours per weekEngage the participant in a minimum of 30 hours per week Continue to update JPRs through the end of their eligibility periodContinue to update JPRs through the end of their eligibility period Do not request a sanction for failure to participate or provide requested documentation after a Case Closure To-Do has been receivedDo not request a sanction for failure to participate or provide requested documentation after a Case Closure To-Do has been received Participant may be eligible for transitional servicesParticipant may be eligible for transitional services

19. 19 Case Closure Due to Earnings If the participant does not comply with program requirementsIf the participant does not comply with program requirements Terminate support services, trainings, activities, employment and/or deferrals Terminate support services, trainings, activities, employment and/or deferrals If the participant subsequently requests transitional services, the case may be re-opened and the status changed to transitional If the participant subsequently requests transitional services, the case may be re-opened and the status changed to transitional Case closure reason- “Employment” Case closure reason- “Employment” If the participant complies with program requirementsIf the participant complies with program requirements Terminate support services, trainings, activities, and/or deferrals (employment can remain open) Terminate support services, trainings, activities, and/or deferrals (employment can remain open) Change participant status to “transitional” Change participant status to “transitional” Provide and record transitional services Provide and record transitional services Monitor progress Monitor progress

20. 20 Frequently Asked Question If employment has been closed on the Skill Development screen, how do we update the job if the individual comes back in for transitional services?

21. 21 Great Question!

22. 22 Follow-up Information

23. 23 Another Question If a transitional individual loses their original job and obtains a new job, are we allowed to enter the new job in OSST?If a transitional individual loses their original job and obtains a new job, are we allowed to enter the new job in OSST? Which employment should be “tracked”?Which employment should be “tracked”?

24. 24 Subsequent Employment Yes, the new employment should be entered in OSST End the previous employment by entering an end date if not already ended The “follow up” hyperlink is associated with the job listed on the Skill Development page. Begin tracking the new employment using the appropriate job follow-up hyperlink

25. 25 Changing the Case Status in OSST The RWB provider receives a “Closure Alert” on March 17, 2005 The case is closing due to employment, and the participant will receive cash through April 2005 The RWB provider continues to engage the participant through April 2005, and the participant provides on- going verification of employment The RWB provider must close all support services, activities and trainings. The employment may remain open The RWB must change the status of the case to “transitional” and change all services to “transitional” once April 2005 has ended

26. 26 Changing the Case Status in OSST

27. 27 Changing the Case Status in OSST

28. 28 Reminder: OSST Case Closure When a case is closed, all open services, activities, trainings, deferrals and employment must be ended The OSST closure reason should reflect the reason for closure in FLORIDA The OSST closure date should reflect the date the RWB provider terminated the case Update Case Notes

29. 29 Summary Cases close for a variety of reasons Always investigate the reason on the FLORIDA system Engage the participant, if appropriate Close the case