Arkansas Administrative Code
Agency 016 - DEPARTMENT OF HUMAN SERVICES
Division 20 - Division of County Operations
Rule 016.20.95-016 - Food Stamp Employment and Training Program

-Description of component: Job Club is a non-work component, customers will be provided employment counseling, motivational techniques, and effective job search method instructions. customers will be seeking employment following their approved job search activity plan outlining the activities to be performed each week.

- customers will be required to participate in at least one group session. Activities during the group session may include, but are not limited to: reviewing interview skills, motivational exercises, guest speakers, video/film presentations, review of customers' job search activities, review of job seeking techniques, and discussions on special topics, such as budgeting time and money, how to keep a job, and trends in ,the labor market.

- Geographic areas covered and variation among local areas: Job Club will operate in all 12 counties. The requirements for participation and activities for customers in all counties will have no variation.

- Anticipated number of mandatory customers who will enter component 476

- Anticipated number of volunteer customers who will enter component -0-

- Anticipated number of NOAAs to be sent for failure to comply with requirements 190

- Anticipated number of customers to be eligible for Transportation/Other Cost reimbursement 476

- Anticipated number of customers to be eligible for Child Care 14

- Targeted Population: customers assigned to this component will be those who:

- Type of education activities: This component is designed to provide GED educational opportunities to designated customers to assist them in acquiring a high school diploma/equivalency.

- Geographic areas covered and local variations: This component will operate in all 12 counties, and there will be no variations among counties/local areas.

- Anticipated number of mandatory customers who will enter component 744

- Anticipated number of volunteers who will enter component -0-

- Anticipated number of NOAAs to be sent for failure to comply with component 298

- Anticipated number of customers to be eligible for Transportation/Other Costs 744

- Anticipated number of customers to be eligible for Child Care __22.

-Targeted population: Mandatory E&T customers who are 1) in need of a high school education or education {including computer assisted instruction) designed to prepare them for obtaining a high school equivalency certificate in order to become job ready; and 2) possess at least an 8.9 grade literacy level will be assigned to and participate in this component.

Level of customer effort: customers will be required to attend classes and comply with the educational requirements/activities outlined by the attending institution.

Duration: Participation in this component will be based on the requirements of the attending institution, but no less than 3 hours per week over a 12 month period.

Organizational Responsibilities: Project SUCCESS E&T staff will have responsibility for referring customers to GED classes and monitoring attendance and progress.

. - Link to employment: The services obtained from this component will better prepare customers for entering the working world in employment areas that require a high school diploma as a criteria for hiring consideration.

Per customer cost of customer reimbursement. Dependent Care 5 250.00 Transportation and Other $ 150.00

Cost of the component per placement $ 199.77

Total cost of the component including reimbursement $ 206,200 excluding reimbursement $ 89,100

Type of education activities: This component is designed to provide assistance in English proficiency and/or communication.

Geographic areas covered and local variations: This component will operate in all 12 counties, with no variation among local areas.

Anticipated number of mandatory customers who will enter component 119

Anticipated number of volunteer customers who will enter component -0-

Anticipated number of NOAAs to be sent for failure to comply with component 48

Anticipated number of customers expected to be eligible for Transportation/Other Costs 119

Anticipated number of customers expected to be eligible for Child Care __4

Targeted population: Mandatory E&T customers who 1) have limited or no proficiency in the English language or, 2) have some competence in communicating in English and could benefit from participation in this component.

Level of customer effort: customers will be required to attend classes to increase their knowledge and proficiency in the English language, and comply with requirements of the attending institution/agency.

Duration: Participation in this component will be based on requirements of the attending institution or agency offering the course, but at a minimum, customers will be required to attend at least 3 hours per week over a 6 month period.

- Organizational Responsibilities: Project SUCCESS E&T staff will have responsibility for referring customers and monitoring attendance/progress.

Link to employment: Services obtained from participation in this component will assist customers in improving communication skills which will be beneficial "when approaching prospective employers.

Per customer cost of customer reimbursement. Dependent Care $ 250.00 Transportation, and Other $ 100.00

Cost of the component per placement $ 258.34

Total cost of the component including reimbursement $ 31,242 excluding reimbursement 5 18,342

Type of component: A referral component that may encompass work or non-work activities.

Description of component: A referral component for mandatory E&T customers who are in need of services provided by the JTPA program that cannot be acquired from participation in other E&T components. Activities may include but are not limited to: literacy, Adult Basic Education, occupational skills training, on-the-job-training, and work experience.

Geographic areas covered and local variations: This component will operate in all 12 counties, with no variation among local areas.

Anticipated number of mandatory customers who will enter component 297

Anticipated number of volunteer customers who will enter component -0-

Anticipated number of NOAAs to be sent for failure to comply with component 95

Anticipated number of customers expected to be eligible for Transportation/Other Costs 297

Anticipated number of customers expected to be eligible for Child Care ___9

Targeted population: Mandatory E&T customers who are need of services that cannot be obtained from participation in another E&T component. These activities may be ABE, literacy, on-the-job training, or work experience.

Level of customer effort: Participation in this component will be based on JTPA requirements for the designated activity.

Duration: The length of component assignment and subsequent participation will be based on the' requirements for the activity offered by JTPA.

Organizational Responsibilities: Project SUCCESS E&T staff will have responsibility for referring customers and monitoring attendance/progress.

Per customer cost of customer reimbursement. Dependent Care $ 250.00 Transportation and Other $ 75.00

Cost of the component per placement $ 187.92

Total cost of the component including reimbursement $ 62,485 excluding reimbursement $ 37,960

Table 2a provides'a'summary of the'E&T caseload expected to be 'placed1in the program for FY 1996.

comply with E&T requirements, and to provide an opportunity for resolution of the problem so that the individual may participate in E&T and work toward self-sufficiency rather than be sanctioned.

When the Project SUCCESS worker determines that non-compliance in meeting E&T requirements has occurred, a conciliation will be conducted. The entire conciliation process will last no longer than 20 calendar days and will begin the day following the date the worker first learned of the non-compliance by the customer. Conciliation may be conducted either by telephone or face-to-face interview and must be conducted within ten (10) calendar days of date of discovering non-compliance.

During the conciliation session, the worker will inform the non-complying customer of the following:

The Project SUCCESS Unit administers the E&T program for food stamp customers, as well as the JOBS Program for AFDC customers. In the twelve (12) counties where the E&T program will be operational, full time E&T workers will be located in each county. These workers' time will be fully dedicated to E&T and all activities associated with operation of the program and providing services to individuals referred to the program.

Any other cost associated with the E&T program will be based on cost allocation. The Department of Human Services Cost Allocation Plan for 1995 has been submitted and approved by Department of Health and Human Services (DHHS).

__________Table 4a_______________________

Operating Budget Fiscal Year 1996

Total Component Costs: (9)

Overall State Agency E&T Operational Costs: (10)

Total State E&T costs: (11)

Total Component Costs: (9) $624,847

Overall State Agency E&T Operational Costs: (10) $647,011

Total State E&T Costs: (11) $1,271,864

_______Table 5a___________

Planned Fiscal Year Costs of the State E&T Program by Category of Funding - FY 1996

include what Fiscal Year 1995 anticipated claims will be, based on actual expenditures as of the time of plan preparation.

FOOD STAMP E&T BUDGET SUMMARY AND NARRATIVE ADMINISTRATIVE COSTS/SERVICE DELIVERY 80% of Total Budget - Administrative Costs/Service Delivery

$ 1,010,114 - Total Administrative Costs

PROGRAM COSTS (Reimbursement-Incentive Payments)

2 0 % of Total Budget - Program Costs

$ 239,500 Customer reimbursement payments excluding child care based on a projection that all customers listed in the plan as eligible to receive reimbursement will do so. The customer cost is based on duration for each component. ** Please refer to explanation on following page.

$ 22,250 Customer reimbursement for child care only.

Based on current and past information, child care costs have been at a minimum. It is projected that 3% of all E&T customers will require child care assistance for a one month period of time during participation in the program.

* Please refer to explanation on the following page.

$ 261,750 Total Program Costs

$ 1,271,864 Total Budget

These costs are claimed in accordance with the concept of dedicated E&T workers in designated counties, coupled with the Department of Human Services Cost Allocation Plan. Actual salary information and data obtained for the first, second and third quarters (10/1/94-12/31/94), (1/1/95-3/31/95), and (4/1/95-6/30/95) of Federal Fiscal Year 1995 were viewed and taken into consideration, but because of the changes made in the plan relative to program structure, additional components, etc., projections were made utilizing additional information to develop costs for the forthcoming fiscal year. These projections are separated by: Salaries/Fringe Benefits ($696,979/$101,011) and Other Costs ($212,124) which includes: non-financial reporting requirements, financial reporting requirements, handling referrals of potential E&T customers, customer assessment process; case management; employability planning/update; indirect costs, forms completion, and job development. A considerable amount of worker time is devoted to performing these duties, not related to any particular component but duties accomplished on a day-to-day basis. These projected costs are included on line 10 of Table 4a- Overall State Agency E&T Operational Costs. These costs also represent agency staff devoted to oversight of the Program.

Costs per component were based on activities related to each component. These costs include such activities as component assignment, monitoring compliance, assisting with supportive services, referral to other agencies, conciliation process, and sanction requests.

** Per customer costs associated with reimbursements were derived using the following methodology: Transportation and other costs using maximum monthly amount of $25 and associating this with 1) the specified duration for each E&T component, and

2) the average length of time a customer is expected to be eligible for reimbursement.

* Per customer costs associated with child care were derived from the following methodology: expenditures for child care costs reflect that most E&T child care is needed either part time or for a very short duration. Minimal child care, is required during school months as the majority of children of E&T customers are in school during the time an individual is required to participate in assigned E&T component activities. Statistics also show that the average child care was paid for a maximum of 1 child. Based on this information, as well as component duration for each component, and differentiation in charges by providers, the costs listed in Part I were developed. Costs associated with child care has been increased in this plan to reflect the removal of the $160 limit. The state will now pay the amount the provider charges, up to the maximum established daily rate. This payment system is the same as that in place for the JOBS program.

Each county operating an E&T program is required to submit a monthly report of E&T activities using Form DCO-1420 or utilizing the WISE/WISE JR MIS system. Information reported includes number of work customers, exemptions, component participation, conciliations. Notice of Adverse Actions (NOAA), and sanctions. This report is required to be submitted to Central Office, Research & Statistics Unit, by each county on a monthly basis.

This section of policy will provide information relative to scheduling and conducting an assessment. Workers will utilize established guidelines and procedures for case handling relative to the following:

scheduling/re-scheduling assessment failure to attend assessment assessment process conducting assessment job readiness

developing/completing EP plan target population

The assessment will be scheduled and completed by the PS Family Support Specialist within 20 working days of the date the referral was received by the Project SUCCESS Unit for all JOBS customers. All UP customers will be assessed within thirty calendar days.

EXCEPTION: Assessment may be conducted by telephone or mail for only those referrals who are already involved in activities at the time of referral (i.e., self-initiated training/employed). This exception will be used if the PS Family Support Specialist determines that a face-to-face interview will interfere with the work hours/activities. This determination will be made on a case-by-case basis and the case record documented accordingly.

Individuals referred to the JOBS program will be scheduled for an assessment by the worker no later than five working days after receipt of the referral from the AFDC Family Support Specialist. The appointment notice will be sent advising the individual of the following information: time, date, location of the assessment, and steps to follow if unable to keep scheduled appointment.

The appointment notice will instruct the individual to contact the worker if child care is needed to attend the assessment. Refer to CCM 4025.

If the customer contacts the worker prior to assessment and is unable to attend the session, the worker will reschedule the assessment activity. The appointment notice will be mailed no later than (5) working days after the participant contacts/notifies the worker and requests new appointment time. The case narrative will be documented accordingly.

If the customer fails to attend the scheduled assessment, and does not contact the worker, a second appointment will not be given. The worker will begin the conciliation process using the guidelines in PS 1730. The case narrative will be documented accordingly.

Only JOBS customers assigned to the Work Experience/OJT component will be entitled to receive component related reimbursement prior to commencing participation. This will be paid only after assignment to the component and determination by the PS Family Support Specialist that the expense is necessary In order for the individual to commence participation. Reimbursement on the WISE system does not allow a check to be generated for anticipated future month expenses, therefore, if a customer is in need of this service 1n order to commence participation, the PS Family Support Specialist (with the approval of the Economic Services Supervisor/Designee) may authorize up to $50.00 utilizing the list found in PS 1391. Check generation for this expense will be accomplished by keying in all appropriate information on RSRP.

The PS Family Support Specialist will ensure that the customer has not reached or exceeded the monthly limit for reimbursement prior to authorizing this payment. If this occurs, the reimbursement must be delayed until the new month and the case narrative will be documented accordingly.

Project SUCCESS JOBS customers will be reimbursed while participating in approved component related activities. The PS Family Support Specialist may approve an item for reimbursement at her/his discretion but only from the list approved for reimbursement. Even though an item is listed, this should not be the sole reason for approving the reimbursement. Component related expenses are limited to: uniforms, stockings, shoes, telephone expenses, copies, postage, newspaper, grant fees, criminal background checks, finger printing, driver's license fees, tags, and tires. Eyeglasses, physical examinations, and immunizations not covered by Medicaid, other health insurance or some other service will be covered by Project SUCCESS.

The monthly reimbursement limit of $150 will apply when expenses are approved. The PS Family Support Specialist will document in the case narrative the amount and reason for reimbursement along with any other pertinent information. Refer to PS 860 and 1392 for explanation of exceptions to reimbursements.

Reimbursement for supportive services in the Training component will be limited to a maximum of 12 months. The 12 month reimbursement limit will begin from the first month of assignment and will reflect the number of calendar months the customer has been assigned to the Training component. If a customer is assigned to the Training component for a partial month, it will be counted as a month of assignment for this purpose. Project SUCCESS funds will not be used to pay for any tuition, books, fees etc., for customers in training activities. See PS 856 for additional training component restrictions.

Project SUCCESS will not provide, pay for, or reimburse JOBS customers for any expenses while participating in approved training activities. The PS Family Support Specialist will ensure that all available resources have been explored by the participant to secure funds for payment of training expenses (see PS 1260 for exception relative to Education component expenses).

As with all actions taken on a Project SUCCESS case, the PS Family Support Specialist will document in the case narrative efforts made to secure other appropriate funds.

Each JOBS customer who is an employee or applicant for employment in a child care facility is required to submit to a criminal records/fingerprint check. This check is required if the customer has not been a resident of the state of Arkansas for the six consecutive preceding years. The child care facility will provide the customer with the necessary form(s) which will be submitted to the Child Care Licensing unit. Payment/reimbursement for these expenses will be made in accordance with established policy (PS 1380, 1385-1391) guidelines.

The Marketing Specialist should not be disappointed if every marketing contact does not yield a job order. The Marketing Specialist should develop name recognition for Project SUCCESS and should develop a long-term relationship with the employer. The frequency of marketing contacts will vary according to the needs of area employers.

A job order is an agreement with an employer to interview/hire a Project SUCCESS customer(s). The job order may be for unsubsldized employment or unsalaried Work Experience. Job orders are developed by the Marketing Specialist.

The Marketing Specialist will use the Job Order (DCO-1416) to obtain information about the job opening(s) from the employer. The Marketing Specialist will track the results of the referrals he makes to the employer by using the Job Order form.

The Marketing Specialist will solicit input from the other Project SUCCESS staff to select customers to refer the job openings. The Marketing Specialist also will have a job bank which can be used for referrals.

The job bank can consist of a card file or a computer data base. It should be organized/divided by job titles. The names of interested/experienced customers and pertinent information about them should be contained under each job title. This will assist the Marketing Specialist in matching the needs of employers and customers.

To develop a job bank, the Marketing Specialist can interview customer and/or collect data from their case records/employability plans. The Marketing Specialist can coordinate with the Job Club Leader to talk to customers when they come to the initial week of group instruction or during one of the follow-up group sessions of Job Club. PS Family Support Specialist can coordinate with the Marketing Specialist to refer interested customers to him when they come in for assessments/appointments.

* The Marketing Specialist will have at least one face-to-face meeting with the customer before the customer goes to the job interview. If a customer is referred for an interview with a child care facility, the Marketing Specialist will inform the customer of the need to have a criminal records/fingerprint check completed (refer to PS 1394). This will also give the Marketing Specialist an opportunity to answer any questions the customer may have, provide encouragement, and correct any concerns that may arise, such as inappropriate attire.

When the Marketing Specialist refers a customer to an employer for unsubsidized employment, the Marketing Specialist will give the customer a Job Referral Card (DCO-1431) and a postage-paid, self-addressed envelope. The customer will give these to the employer. The employer will complete his part of the form, providing the results of the interview, and will mail the form back to Project SUCCESS. If the card is not returned, the Marketing Specialist should contact the employer for the information.

Additional guidelines for Work Experience job orders and referrals are found in PS 830.

Marketing Specialists and PS Family Support Specialists will report entered employments via the Entered Employment/Outcome Log (DCO-1418). The Marketing Specialist will use the DCO-1418 to check job retention. Follow-ups will be

conducted during the last five (5) working days of the following month after the customer enters employment or is placed in the Employed component (see Policy 890.)

This section of policy will provide Information relative to scheduling and conducting an assessment. Workers will utilize established guidelines and procedures for the following:

scheduling assessment;

re-scheduling assessment;

failure to attend assessment;

assessment process;

conducting assessment;

developing the Employability Plan; and

completing Employability Plan

The assessment process must be completed within 20 working days of the date the referral was received by the Project SUCCESS unit.

Individuals referred to the E&T program will be scheduled for an assessment by the worker no later than five working days after receipt of the referral form from the Food Stamp Family Services Specialist. The appointment notice will be sent advising the individual of following information: time, date, location of the assessment, and steps to follow if unable to keep scheduled appointment.

The appointment notice will instruct the individual to contact the worker if child care is needed to attend the assessment. Refer to CCM 4025.

If the customer contacts the worker prior to assessment and is unable to attend the session, the worker will reschedule the assessment activity. The appointment notice will be mailed no later than (5) working days after the customer contacts/notifies the worker and requests new appointment time. The case narrative will be documented accordingly.

If the customer fails to attend the scheduled assessment, and does not contact the worker, a second appointment will not be given. The worker will begin the conciliation process using the guidelines in PS 4430. The case narrative will be documented accordingly.