WorkFirst HandBook

Tools

3.7 Time Limit case staffing

The Time Limit Case Staffing section includes:

3.7.1 What is a Time Limit case staffing?

Time Limit case staffings are very similar to regular case staffings. They are used to reassess plans, to ensure all needed services are provided and to determine WorkFirst extensions. A time limit case staffing is different from a regular case staffing because it is:

3.7.2 What is the purpose of time limit case staffings?

It is very important that we have done everything we can for families before they reach 60 months on WorkFirst. Case Staffings should be conducted as early as possible in the WorkFirst process and should be scheduled regularly throughout participation on WorkFirst. See Case Staffing section for more information.

Time Limit case staffings are held at key points, in the WorkFirst process, to keep parents aware of the WorkFirst time clock, and to make sure services are provided and documented. The 60 month case staffing is not mandatory but can be used to make sure that everyone knows what will happen after 60 months on WorkFirst.

During the Time Limit case staffing, the group identifies issues that are keeping the family from exiting WorkFirst. Based on the Case Staffing, staff completes a new IRP and sends a Case Staffing Result Letter to the person.

3.7.3 Are there any time limit tools?

We have several tools that are used to do Time Limit case staffings. As with a regular case staffing, the WorkFirst Program Specialist (WFPS) or WokrFirst Social Worker (WFSW) should gather information, as needed, before the case staffing.

The Time Limit case staffing tools are:

3.7.4 When to do a Time Limit Case Staffing?

The following chart shows when Time Limit case staffings may be completed within a set of timeframes:

1st year (Recommended)
36 month (Recommended)
48 month (Recommended)
60 month (Recommended)
WorkFirst Extension Review (Recommended)

Policy Note: A new case staffing is recommended, but is not mandatory.

At the WorkFirst extension review, obtain all necessary documentation to determine if the parent qualifies for another extension, complete the Extension Analysis in eJAS, and enter the main WorkFirst extension code on the ACES TWEP screen. If NSA, develop or edit accommodation plan to address NSA issues.

When: Must be completed and documented in E-JAS and ACES 10 days prior to the WorkFirst extension end date.

3.7.5 What are the WorkFirst Extension categories?

You must determine which WorkFirst extension a family may qualify for at the 60 month case staffing and at any WorkFirst extension reviews. There are three types of extensions:

Important Policy Note: Though the 60 month case staffing and the WorkFirst Extension Reviews are “recommended,” CSO staff is responsible to input the appropriate WorkFirst Extension category on the Extension Analysis in eJAS and on the TWEP screen in ACES

For more details on these categories, go to "EA-Z Manual WorkFirst/SFA Time Limit Extensions". See Exemption section 6.8 for additional information.

In addition to the recommended Time Limit Case Staffing, you must also conduct the following mandatory case staffings:
3.7.6 Time Limit case staffing – Step-by-step guide
  1. The WFPS or supervisor uses eJAS reports to identify parents who should receive a Time Limit case staffing. (You can pull cases by the number of months on WorkFirst.)
  2. The WFPS or WFSW:
    1. Invites the appropriate case staffing attendees; and,
    2. Prepares copies of the IRP/case demographics for the staffing.
    3. Ensures the parent has signed a release of information form.
    4. Ensures the parent has received copies of all documents and information (including case notes and information from other agencies) that will be considered at the case staffing.
  3. At the case staffing, the group:
    1. Reviews what activities have been tried, what has and has not worked and why. Screens for NSA and extension, exemption, and deferral criteria. If NSA, develops or edits the accommodation plan to address NSA issues. Identifies, prioritizes and determines who will meet each participant need.
    2. Increases emphasis on work/work activities as other issues are resolved;
    3. Sets short-term and long-term goals, with plans to meet each; and,
    4. Sets time frames for results or review of the IRP.
    5. If necessary, determines the participant's WorkFirst extension eligibility.
  4. At the case staffing, the group:
    1. Makes the agreed upon referrals and updates the person's IRP;
    2. Authorizes needed child care and support services;
    3. Documents results in the eJAS statewide case staffing program (See "e-JAS Case Staffing step-by-step guide" for more details.
  5. At the 48 month case staffing complete the 48 month risk analysis as follows:
    1. From the person's main screen click on the "Case Staffing" link.
    2. Click on the "48 month Risk Analysis" link.
    3. Answer question 1 - Date of the 48 month case staffing (This is auto-filled).
    4. Answer questions 2,3 and 4
    5. Identify all issues that are preventing the family from exiting the WorkFirst grant.
    6. Check the person's current participation status.
    7. Enter notes in the narrative section.
    8. When completed, click "Create 48 month Risk Analysis" button.
  6. At the 60 month case staffing, and at any subsequent WorkFirst extension reviews, complete the Extension Analysis as follows:
    1. From the person’s main screen click on the "Case Staffing" link.
    2. Click on the "Create Extension Analysis" link
    3. Enter the date of the 60 month case staffing or WorkFirst extension review.
    4. Check the main extension category the family qualifies for and answer the mandatory family violence question.
    5. Check the appropriate sub-category under the main category.
    6. Enter the start date of the extension. (unless family is exiting WorkFirst).
    7. Enter the length (months) of the extension.
    8. The end date is then auto-filled based on the length and start date.
    9. Enter notes in the narrative section.
    10. Click on "Save Extension Analysis."
    11. If an extension is approved, go to the ACES TWEP screen and enter the main WorkFirst extension code and length of extension.
    12. WorkFirst extensions must be coded in ACES, 10 days before the end of the 60th month or 10 days before the last month of the WorkFirst extension . (You can code 60 month cases as early as the first day of the 59th month).
  7. Update eJAS component codes based on the new IRP.
  8. Sends updated IRP and Case Staffing Result Letter to the parent. Parents must receive advance written notice of any adverse decisions (such as extension denial), including the specific reasons the extension was denied and their right to request a fair hearing.

Resources

Related WorkFirst Handbook Chapters

For more information about the WorkFirst HandBook, contact Olga Walker, WorkFirst Program Manager.