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Closing Welfare Transition Closing Welfare Transition Cases in the One Stop Cases in the One Stop

Service Tracking (OSST) Service Tracking (OSST) SystemSystem

Agency for Workforce Agency for Workforce InnovationInnovation

Statewide TrainingStatewide Training

Spring 2005Spring 2005

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Topics of DiscussionTopics of Discussion

• Reasons cases are Reasons cases are closed in the Welfare closed in the Welfare Transition ProgramTransition Program

• Appropriate time to Appropriate time to close casesclose cases

• Closure reasons to be Closure reasons to be entered on the Case at entered on the Case at a Glance screena Glance screen

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Reasons for Case ClosureReasons 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

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Child Support Enforcement Child Support Enforcement (CSE) Sanctions(CSE) Sanctions

• CSE closure To-Do received on a CSE closure To-Do received on a mandatory Welfare Transition mandatory Welfare Transition (WT) case (WT) case

Review case on the FLORIDA systemReview case on the FLORIDA system

Participant is included in the Participant is included in the denominator of the participation denominator of the participation raterate

Attempt to engage the participant Attempt to engage the participant until the eligibility end dateuntil the eligibility end date

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Case at a GlanceCase at a Glance

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ClosureClosure

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ClosureClosure

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Opting Off of Temporary Opting Off of Temporary Cash AssistanceCash Assistance

• Participant “opts off” through the Participant “opts off” through the Department of Children and Families Department of Children and Families (DCF)(DCF)Review the case in the FLORIDA System Review the case in the FLORIDA System

Participant is included in the Participant is included in the denominator of the participation ratedenominator of the participation rate

Attempt to engage the participant until Attempt to engage the participant until the eligibility period endsthe eligibility period ends

If the participant is non compliant, If the participant is non compliant, initiate the penalty processinitiate the penalty process

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Opting OffOpting Off

• Terminate services, activities, Terminate services, activities, training, deferrals, jobstraining, deferrals, jobs

• If the service, activity, training or If the service, activity, training or job does not have an Actual Start job does not have an Actual Start Date, it does not have to be closedDate, it does not have to be closed

Do not enter an actual start date and Do not enter an actual start date and actual end dateactual end date

Enter an outcome of “Not Started”Enter an outcome of “Not Started”

• Initiate case closureInitiate case closure

• Select “Assistance Cancelled” Select “Assistance Cancelled” from the closure reason drop downfrom the closure reason drop down

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Sanction is Subsequently Sanction is Subsequently RequestedRequested

• Closure alert is received on March 15, Closure alert is received on March 15, 2005; the participant has “opted off”2005; the participant has “opted off”

• The participant will receive cash The participant will receive cash through April 2005through April 2005

• The participant fails to comply April 1, The participant fails to comply April 1, 2005, and the penalty process is 2005, and the penalty process is initiatedinitiated

• On April 12, a sanction is requested On April 12, a sanction is requested because the participant did not because the participant did not respond to the 2290 or oral contactrespond to the 2290 or oral contact

• DCF does not respond to the sanctionDCF does not respond to the sanction

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Case Closure Due to a Case Closure Due to a Subsequent Sanction Subsequent Sanction

RequestRequest• The individual is required to participate The individual is required to participate

in a month of cash assistance receipt in a month of cash assistance receipt unless exemptunless exempt

• End the penalty request with “Sanction End the penalty request with “Sanction not imposed” using the Eligibility End not imposed” using the Eligibility End Date from the To DoDate from the To Do

• The case note should reflect the actions The case note should reflect the actions takentaken

• The case should be closed by selecting The case should be closed by selecting “Assistance Cancelled” from the drop “Assistance Cancelled” from the drop down on the Case at a Glance pagedown on the Case at a Glance page

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Status Change-Status Change-ExemptionExemption

• Case Closure “To-Do” is Case Closure “To-Do” is received when DCF determines received when DCF determines the individual meets an the individual meets an exemptionexemption

Close WT case immediately using Close WT case immediately using the Date Created on the To-Do the Date Created on the To-Do

If participant is still receiving TCA If participant is still receiving TCA and chooses to participate DCF and chooses to participate DCF must change the status on AGPI to must change the status on AGPI to “exempt volunteer”“exempt volunteer”

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OSST Case Closure Due to OSST Case Closure Due to ExemptionExemption

• Terminate the services, activities, Terminate the services, activities, trainings, jobs and deferralstrainings, jobs and deferralsUse appropriate outcomeUse appropriate outcome

• If the service, activity, training or job If the service, activity, training or job does not have an Actual Start Date, it does not have an Actual Start Date, it does not have to be closeddoes not have to be closedDo not enter an actual start date and actual Do not enter an actual start date and actual

end dateend dateEnter 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”

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Welfare Transition Welfare Transition Sanction (Work Penalty)Sanction (Work Penalty)

• Sanctions are Sanctions are requested requested by the by the RWB provider and RWB provider and imposed imposed by DCFby DCF

• Sanction and Case Closure To-Do’s Sanction and Case Closure To-Do’s will be received when DCF actually will be received when DCF actually imposes the sanctionimposes the sanction

• Close case immediately in OSST Close case immediately in OSST using the Date Created on the To-using the Date Created on the To-DoDo

• Select the “Sanctioned Level 1, 2 Select the “Sanctioned Level 1, 2 or 3” from the Closure Reason or 3” from the Closure Reason dropdown on the Case at a Glance dropdown on the Case at a Glance pagepage

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Unable to Determine Unable to Determine Continued Eligibility (DCF)Continued Eligibility (DCF)

• Case Closure To-Do received when Case Closure To-Do received when DCF is unable to determine continued DCF is unable to determine continued eligibility (no show for appointment, eligibility (no show for appointment, failure to provide documentation, etc.)failure to provide documentation, etc.)Review case in the FLORIDA SystemReview case in the FLORIDA System

Participant is included in the denominator Participant is included in the denominator of the participation rateof the participation rate

Attempt to engage the participant until Attempt to engage the participant until the end of the eligibility periodthe end of the eligibility period

If the participant does not comply, initiate If the participant does not comply, initiate the penalty processthe penalty process

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Case Closure Due to DCF’s Case Closure Due to DCF’s Inability to Determine Inability to Determine Continued EligibilityContinued Eligibility

• Close all services, trainings, Close all services, trainings, activities, jobs and deferralsactivities, jobs and deferrals Select the appropriate outcomeSelect the appropriate outcome

• If the service, activity, training If the service, activity, training or job does not have an Actual or job does not have an Actual Start Date, it does not have to be Start Date, it does not have to be closedclosed Do not enter an actual start date and Do not enter an actual start date and

actual end dateactual 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” Select “Assistance Cancelled” from the Closure Reason from the Closure Reason dropdown on Case at a Glancedropdown on Case at a Glance

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Case Closure Due to Case Closure Due to EarningsEarnings

• Case Closure To-Do received when Case Closure To-Do received when reported earned income to DCF reported earned income to DCF terminates the TCAterminates the TCA Do not close OSST case at this timeDo not close OSST case at this time

Participant is included in the denominator of Participant is included in the denominator of the participation rate calculation until the last the participation rate calculation until the last day of the last month of eligibility for cash day of the last month of eligibility for cash assistanceassistance

Review To-Do to determine appropriate closure Review To-Do to determine appropriate closure datedate

Set a Future To-Do to be reminded to close the Set a Future To-Do to be reminded to close the case in OSST or to change the OSST status to case in OSST or to change the OSST status to transitionaltransitional

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Case Closed Due to Case Closed Due to EarningsEarnings

• Engage the participant in a minimum of Engage the participant in a minimum of 30 hours per week 30 hours per week

• Continue to update JPRs through the Continue to update JPRs through the end of their eligibility periodend of their eligibility period

• Do not request a sanction for failure to Do not request a sanction for failure to participate or provide requested participate or provide requested documentation after a Case Closure To-documentation after a Case Closure To-Do has been receivedDo has been received

• Participant may be eligible for Participant may be eligible for transitional servicestransitional services

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Case Closure Due to Case Closure Due to EarningsEarnings

• If the participant does not comply with If the participant does not comply with program requirementsprogram requirements Terminate support services, trainings, activities, Terminate support services, trainings, activities,

employment and/or deferralsemployment and/or deferrals If the participant subsequently requests transitional If the participant subsequently requests transitional

services, the case may be re-opened and the status services, the case may be re-opened and the status changed to transitionalchanged to transitional

Case closure reason- “Employment”Case closure reason- “Employment”

• If the participant complies with program If the participant complies with program requirementsrequirements Terminate support services, trainings, activities, Terminate support services, trainings, activities,

and/or deferrals (employment can remain open)and/or deferrals (employment can remain open) Change participant status to “transitional”Change participant status to “transitional” Provide and record transitional servicesProvide and record transitional services Monitor progressMonitor progress

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Frequently Asked Frequently Asked QuestionQuestion

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

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Great Question!Great Question!

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Follow-up InformationFollow-up Information

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Another QuestionAnother Question

• If a transitional individual If a transitional individual loses their original job and loses their original job and obtains a new job, are we obtains a new job, are we allowed to enter the new allowed to enter the new job in OSST? job in OSST?

•Which employment should Which employment should be “tracked”?be “tracked”?

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Subsequent EmploymentSubsequent Employment

• Yes, the new employment Yes, the new employment should be entered in OSSTshould be entered in OSST

• End the previous End the previous employment by entering an employment by entering an end date if not already end date if not already endedended

• The “follow up” hyperlink is The “follow up” hyperlink is associated with the job associated with the job listed on the Skill listed on the Skill Development page. Begin Development page. Begin tracking the new tracking the new employment using the employment using the appropriate job follow-up appropriate job follow-up hyperlinkhyperlink

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Changing the Case Status Changing the Case Status in OSSTin OSST

• The RWB provider receives a “Closure Alert” on The RWB provider receives a “Closure Alert” on March 17, 2005 March 17, 2005

• The case is closing due to employment, and the The case is closing due to employment, and the participant will receive cash through April 2005participant will receive cash through April 2005

• The RWB provider continues to engage the The RWB provider continues to engage the participant through April 2005, and the participant through April 2005, and the participant provides on-going verification of participant provides on-going verification of employmentemployment

• The RWB provider must close all support The RWB provider must close all support services, activities and trainings. The services, activities and trainings. The employment may remain openemployment may remain open

• The RWB must change the status of the case to The RWB must change the status of the case to “transitional” and change all services to “transitional” and change all services to “transitional” once April 2005 has ended“transitional” once April 2005 has ended

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Changing the Case Status Changing the Case Status in OSSTin OSST

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Changing the Case Status Changing the Case Status in OSSTin OSST

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Reminder: OSST Case Reminder: OSST Case ClosureClosure

• When a case is closed, all When a case is closed, all open services, activities, open services, activities, trainings, deferrals and trainings, deferrals and employment must be endedemployment must be ended

• The OSST closure reason The OSST closure reason should reflect the reason for should reflect the reason for closure in FLORIDA closure in FLORIDA

• The OSST closure date The OSST closure date should reflect the date the should reflect the date the RWB provider terminated RWB provider terminated the casethe case

• Update Case NotesUpdate Case Notes

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SummarySummary

• Cases close for a variety of Cases close for a variety of reasonsreasons

• Always investigate the Always investigate the reason on the FLORIDA reason on the FLORIDA systemsystem

• Engage the participant, if Engage the participant, if appropriateappropriate

• Close the caseClose the case