WorkFirst HandBook

Pathways to Employment

5.1 Pregnancy to Employment

The Pregnancy to Employment section includes:

5.1.1 Who is in the Pregnancy to Employment pathway?

Every pregnant woman or parent(s) with a child under the age of one year is a participant in the Pregnancy to Employment (P to E) pathway. In a two parent household, both parents must be assessed but only one can be coded as participating in the P to E pathway.

5.1.2 What is the Pregnancy to Employment Pathway?

The P to E pathway provides a way for parents to:

The goal of the P to E pathway is to allow parents to learn how to work, look for work or prepare for work while still meeting the family's needs. Each participant in the P to E pathway must participate in an assessment with the WorkFirst Social Worker (WFSW) to decide which activities best meet the parent's needs. The activities required will depend on:

5.1.3 What is a Pregnancy to Employment assessment?

A person is referred to the WFSW to complete a full comprehensive Social Worker P to E assessment when the department becomes aware for first time that a woman is pregnant or a parent has a child under the age of one. Each parent receiving TANF cash assistance in a 2 parent household is required to participate in an assessment to identify family needs and determine which WorkFirst services are appropriate, as available within the community.

In order to complete a full comprehensive assessment, the WFSW must discuss and document all issue areas in the eJAS assessment tool.

Based on the results of the assessment and any other available information (i.e. Children's Administration, NSA, medical reports, etc.) the WFSW or WorkFirst Program Specialist (WFPS) works with the parent to develop an Individual Responsibility Plan (IRP) to participate in activities that:

The WFSW assessment appointment will be scheduled not to exceed a maximum of 30 days from the date of the referral to the social worker .

Note: Use the DSHS 14-012 Consent to Exchange Information for Services Coordination when exchanging highly protected (special records) information with another service provider.

5.1.4 What is a partial P to E assessment?

A partial assessment includes a minimum requirement to identify if the parent's circumstances have changed and the family's needs require the department to address any potential issues such as mental health, chemical dependency, etc.

To fulfill partial minimum requirements, the WFSW must cover the following:

5.1.5 When to conduct a full vs. partial P to E assessment?

As mentioned before, a full comprehensive assessment is required the first time a person is assessed for Pregnancy to Employment.

A partial P to E assessment is required when a full assessment has been previously completed and the parent:

Note: If a pregnant woman is entering her 3 rd trimester and a full comprehensive assessment was done within the last 30 days, a partial assessment is not needed.

5.1.6 What additional assessments are required?

If mental health or chemical dependency is identified in the P to E assessment, the WFSW/WFPS will refer the parent to a professional for an in-depth assessment to support the initial identification.

Persons with an identified need for mental health and chemical dependency will be referred to both for more in-depth evaluations.

5.1.7 How is the parent identified in eJAS once she/he is in the Pregnancy to Employment Pathway?

Once it is determined that a parent is part of the P to E pathway, the parent is referred to the WFSW for an assessment using RO and PI ( PI , "Pregnancy/Infant") PI is the component code used to identify P to E parents on the Component Screen in eJAS. Prior to entering PI a note must be documented in the Pregnancy/Parenting section of the eJAS notes.

The PI indicator code allows workers to track and monitor all of their P to E parents. The PI component is NOT an activity; it is an identifier. Unless the parent is a woman in the third trimester of pregnancy, the PI component should always be accompanied by another component, i.e. PI paired with GE or XP . The PI component is not a stand-alone component unless the woman is in the third trimester of pregnancy and is not required to participate or is choosing not to participate.

The PI component can be opened for a maximum of 21 months and should only be entered with zero hours. You may want to use the length of the component as a tickler for the pathway milestones.

For example, a parent reports a pregnancy with an estimated due date. The WFSW or WFPS may then set the end date of the PI code to coincide with the date the parent will enter the third trimester, the date the baby is due or every three months until the date the baby is expected to reach one year of age.

5.1.8 What are the participation requirements during the first and second trimester?

In the first and second trimester of pregnancy, participation is based upon the results of the assessment and may include work, looking for work or a combination of pregnancy to employment services. Each participant is required to participate full-time during the first two trimesters of pregnancy unless they have a good reason to participate fewer hours.

5.1.9 What are the participation requirements during the third trimester?

In the third trimester of pregnancy, participation for the pregnant woman is based upon the results of the assessment and the parent may:

Only pregnant women identified with a mental health and/or chemical dependency issue who refuse to participate in available treatment will face sanction and termination of benefits after refusing to participate for six months in a row. 

5.1.10 What are the participation requirements after the child is born?

After the child is born, the parent:

5.1.11 What is an "infant exemption"?

As of August 1, 2007, parents can choose to be excused from participating in WorkFirst activities during months that they are needed in the home to personally provide care for their child(ren) under one year of age. Only the custodial parent can claim the infant exemption therefore a needy relative is not eligible for this exemption unless they have legally been given parental rights.

Parents have a personal responsibility to decide whether to choose an infant exemption. The exemption is not automatic; parents must choose to claim the infant exemption.

One parent living in the household can claim this infant exemption for a maximum of 12 months in a lifetime, not to exceed 365 days, at any given time. Parents can use this exemption for one or more children, but it can not exceed 12 months (that is 365 days) per parent over the parent's lifetime. Parents choosing to use the infant exemption may:

It is essential to document in the eJAS “Pregnancy/Parenting” note type whether a parent chooses the infant exemption. If the parent chooses the infant exemption, document the period of time the parent is choosing to take it.

The department will contact parents choosing to take the infant exemption who are not engaged in any other WorkFirst activities once every three months to:

The three month contact may be either by a letter or telephone. (The contact must be documented in eJAS and the IRP updated, if necessary.)

The Three-Month Infant Exemption Contact Letter freeform text is available in the Resources section of this chapter for copy and paste in your eJAS letter.

5.1.12 How is the parent identified in eJAS once she/he chooses to claim the infant exemption?

Component code IE will be used to identify parents who choose to take the infant exemption. This component code is:

Do not to use this code for any other reason. eJAS will count the number of days a parent has used their exemption. Using this code for any other reason will make a parent's exemption count inaccurate.

Staff will:

5.1.13 What is the 12-week postpartum exemption period?

Parents who have already claimed the infant exemption for a maximum of 365 days can request an additional 12-week postpartum exemption period (84 days) if they have another child. This period allows parents to spend time with the newborn before they are required to participate in WorkFirst activities.

A parent can participate in the WorkFirst program on a voluntary basis during this period if there are no identified mental health and/or chemical dependency issues. If the comprehensive evaluation or other assessment(s) indicates a need for mental health and/or alcohol or drug treatment the parent will be required to participate up to 20 hours per week.

A parent may choose to not participate in WorkFirst activities for a set period of time or until the child turns 12-weeks of age if there are no identified mental health and/or chemical dependency issues.

5.1.14 What are the Pregnancy to Employment participation options and requirements?

A parent's IRP and activities should reflect a steady progression towards work, looking for work, or preparing for work, as well as having a healthy and thriving child. P to E activities may include linking parents to:

Staff must continue to engage parents in WorkFirst activities that will move them most effectively toward self-sufficiency.

As shown in the chart below, participation requirements differ while the parent chooses to claim the infant exemption.

Participation options/requirements while:

Pregnant

1st and 2nd trimester

  • Participation is based upon the results of the assessment and/or CE (if applicable) and may include work, looking for work or a combination of P to E services.
  • Full-time (or as close as the situation allows) participation is required unless there is good reason to participate fewer hours.

3rd trimester

No identified need for mental health and/or chemical dependency treatment.

No mandatory requirements however parents may:

  • Volunteer to participate in WorkFirst activities if there are no mental health and/or chemical dependency issues identified.
  • Choose to not participate in WorkFirst activities

Identified need for mental health and/or chemical dependency treatment.

Mandatory participation: Requires parents to participate up to 20 hours per week in mental health and/or chemical dependency if there is an identified need and services are available.

Parenting a child under one year old AND claiming the infant exemption (using the 365 day)

No identified need for mental health and/or chemical dependency treatment.

No mandatory requirements if the parent chooses to claim the infant exemption. However, parents may:

  • Volunteer to participate in WorkFirst activities if there are no mental health and/or chemical dependency issues identified, or
  • Choose to not participate in WorkFirst activities.

The department will contact parents choosing to take the infant exemption who are not engaged in any other WorkFirst activities once every three months by letter or telephone.

Identified need for mental health and/or chemical dependency treatment.

Mandatory participation : Requires parents to participate up to 20 hours per week in mental health and/or chemical dependency if there is an identified need and services are available.

Parents choosing the infant exemption:

  • Can claim the infant exemption at any time while parenting a child under one year old.
  • Can use the infant exemption for one or more children to a maximum of twelve months in a lifetime (not to exceed 365 days). The exemption is recorded in eJAS by using the IE code.
  • Are not required to participate in any WorkFirst activities.
  • Are not required to have an IRP.
  • Are not subject to sanction.

Encourage parent participation in WorkFirst activities as the infant exemption is limited to 12 months in the parent's lifetime, not to exceed 365 days.

The infant exemption is different than a long-term exemption (i.e. the "Z" components). An infant exemption does not require a case staffing.

Parenting a child under one year old AND not claiming the infant exemption

Participation is mandatory if a parent is not claiming the infant exemption. Create an IRP to require the parent to participate full time, or as close as full-time as the situation allows, in one or more of the following activities:

  • Work; or
  • Looking for work; or
  • Preparing for work by participating in a combination of activities based upon the results of the assessment.

If a parent qualifies for an exemption but chooses not to use it, close (or do not open) the eJAS component code IE .

Parenting a child under one year old AND already used the infant exemption

Parents who have already claimed the infant exemption for 365 days will be eligible for an additional 12-week infant exemption period.

No identified need for mental health and/or chemical dependency treatment.

No mandatory requirements if the parent chooses to claim the 12-weeks postpartum exemption. However, parents may:

  • Volunteer to participate in WorkFirst activities if there are no mental health and/or chemical dependency issues identified, or
  • Choose to not participate in WorkFirst activities.

Identified need for mental health and/or chemical dependency treatment.

Mandatory participation : Requires parents to participate up to 20 hours per week in mental health and/or chemical dependency if there is an identified need and services are available.

5.1.15 What is WorkFirst Family Literacy?

Known in some locations as Families That Work, WorkFirst Literacy Skills Center , etc. (check your local college or CBO Block Grant agreement or contact Robin Thompson at the SBCTC, (360) 704-4327, for the name in your area). Parents will receive instruction in the basic skills they need to join the workforce, improve their child raising skills, and break family cycles of illiteracy. Parents served by WorkFirst Family Literacy are current WorkFirst recipients, or low-income parents living at or below 175 percent of poverty.

The goal for WorkFirst Family Literacy parents is an economically stable and literate family, with outcomes that include:

Parents participating in WorkFirst Family Literacy programs follow the same model for quantifying participation, as do our participants in other training programs. To calculate participation hours, use the actual hours the parent is in the education and training activities, to include classes, labs, and supervised study halls/tutoring sessions. The college will notify the department what eJAS component code to use.

Parents in the WorkFirst Family Literacy program will be doing a combination of the following types of allowable activities:

Parents are involved in work activities at the level appropriate to their skills and their IRPs. These can include volunteer experiences, WorkFirst Work-Study, Community Jobs, etc. Additional Family Literacy opportunities are provided with state funds.

5.1.16 What is First Steps?

First Steps is a unique Medicaid program in Washington State that provides support services in addition to prenatal care to low-income pregnant women and infants.

Pregnant women should be referred to the First Steps Social Worker in the Community Service Office as soon as you learn the woman is pregnant. The Social Worker will assess the woman's needs for services such as maternity support services and refer her to local community agencies that offer the First Steps program. Other examples of First Steps services include:

5.1.17 Can a parent in the P to E Pathway be sanctioned?

Parents who are required to participate can be sanctioned for refusing to participate in WorkFirst activities as determined by the comprehensive evaluation or the WFSW's assessment, and the parent's IRP. (See 3.6.1 Sanction )

5.1.18 eJAS codes

The following eJAS codes are commonly used for WorkFirst individuals engaged in the P to E Pathway:

eJAS codes:

In addition to the PI identifier code, indicate the WorkFirst participation by using the appropriate eJAS codes on the component code screen as needed, to the actual hours of time spent in activities (such as XF for family violence resolution or JS for job search). It is important for tracking program progress to show the different components the parent is in.

5.2.19 Pregnancy to Employment – Step-by-step guide
  1. The WFPS:
    1. Refers all pregnant women and parents of infants 12 months and younger to a WFSW for full or partial assessment/intensive services.
    2. Codes eJAS appropriately:
      1. RO for a P to E pathway social worker assessment. These referrals are done:
        1. At the time of initial interview, and
        2. When it is discovered that a woman is pregnant, or
        3. At any other time the WFPS becomes aware a woman is pregnant or parenting an infant under the age of one year.
      2. CE for a comprehensive Assessment referral. Applicants must complete a Comprehensive Evaluation.
      3. PI indicator to identify parent in the P to E Pathway. (Notes must be entered in the Pregnancy/Parenting category prior to entering the PI code) to indicate that the parent is part of the Pregnancy to Employment Pathway.

Note: On the Customer Accountability Report (CAR), parents in stand-alone PI will display in Participation Not Required (State Only) section. However, parents coded PI with other components will display in the section of the report determined appropriate based on their level of participation. For example, a prent is coded PI and 20 hours per week in PT. The parent will show section 6 -Participation Below Full Time at WorkFirst Standard .

  1. The WFSW:
    1. Completes a full assessment, using the eJAS assessment or the DSHS 14-433(X), Intensive Services Assessment. WFSWs may also draw upon assessments from other agencies. However, if the eJAS assessment is not used and the DSHS 14-433(X), or another assessment form is used, all the same eJAS assessment topics should be covered and documented in eJAS. The WFSW should assess all areas relevant to the parent and review any other available information
    2. Uses the assessment to identify the parent's strengths, barriers, issues and needs. Also the assessment needs to identify what participation a parent is able to do and the maximum number of participation hours including stacking activities so the parent participates to the fullest of their abilities. The WFSW makes decisions about which cases have barriers or issues that could benefit from continuing case management by the WFSW until those issues are resolved. Other cases may be referred back to the WFPS for case management.
    3. Makes appropriate referrals, based on the assessment and the completed Comprehensive Evaluation.
    4. Works with the WFPS, parent and other service providers (as appropriate) to build the IRP that addresses the parent and infant's needs as identified in the full assessment or comprehensive evaluation.
    5. Enters (if not already entered) the PI code on the eJAS Component Screen with the accompanying component when required.
  2. Either the WFSW or WFPS - whomever is case managing the case:
    1. If participating in WorkFirst activities, updates the IRP
    2. If participating in WorkFirst activities, monitors /reviews on a monthly basis for attendance and progress.
    3. If taking the infant exemption, update the component screen with the IE code and enter the start and end date of the time the parent is choosing to claim this exemption. This documentation is very important because a parent is eligible for this exemption only 12-months in a lifetime (not to exceed 365 days).
    4. If taking the infant exemption and not required to participate in mental health and/or chemical dependency treatment, makes follow-up contact (via office interview, phone, letter or home visit) with the parent at least every three months to re-evaluate the parent's/infant's needs to ensure that the parent and the infant are receiving the services they need.
    5. At each 3-month contact, the assigned worker will offer services, referrals and/or remind the parent that s/he can choose to end the infant exemption and fully participate in the WorkFirst program. (If contacting via letter, you must copy and paste the Three-Month Infant Exemption Contact Letter text provided to you into the eJAS letter.
      • If the parent contacts the assigned worker, you must
        1. Refer the parent to the WFSW.
        2. Update IRP to reflect any changes in the parent's activity - ensuring that the IRP and activity reflects a steady progression towards work, looking for work, or preparing for work.

Resources

Related WorkFirst Handbook Sections
Forms & Other Resources

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