Director's Exceptions

Forms

When processing Director's Exception, the EW must complete either the:

  • “Request for Director’s Exception — Individual” (GA 5), OR
  • “Request for Director’s Exception — Family” (GA 5F).
  • All forms required for GA application or redetermination processing must also be completed. 

Important: Other forms may be required. Staff must assess the Director’s Exception’ category and complete all necessary forms.

Imaging

All forms necessary for processing Director’s Exception must be scanned to Imaging.

Referral Process

When the Eligibility Worker determines that the client meets one of the categories of Director’s Exception, the referral process below is followed:

  1. EW
    1. Completes GA 5 or GA 5F as appropriate using DocuSign templates:
      1. Sets signing order
      2. Includes client’s Last Name, First Name, and Case # on the Email SubjectEmail Subject, after “Director’s Exception.”

    2. Attaches all necessary documents/verifications relevant to the DE category.
    3. Submits the DocuSign folder to the unit supervisor. 

    4. Note: DocuSign Web Demo instructions may be accessed at the SCCLearn website and as a GA Specific Reference Material under Miscellaneous. 

  2. EW Supervisor
    1. Reviews forms and documentation for completeness/accuracy. 
    2. DocuSigns the GA 5 or GA 5F. 
    3. Forwards the DocuSign folder to the GA SSPM for approval.
  3. GA SSPM
    1. Reviews and signs the GA 5 or GA 5F. 
    2. Forwards the DocuSign folder to SSPM Administrative Assistant.
  4. GA Bureau Administrative Assistant (AA)
    1. Logs the Director’s Exception request following internal business procedures.
    2. Forwards the DocuSign folder to the GA Program Coordinator. 
  5. GA Program Coordinator
    1. Reviews all forms and supporting verification to ensure the client meets the requested DE category.
    2. Completes DE Recommendation Slip in the Docusign folder. 
    3. Forwards the DocuSign folder to DEBS Director.
  6. DEBS Director
    1. DocuSigns GA 5 or GA 5F with Approval or Denial.
    2. Forwards the DocuSign folder to the SSA Director’s Administrative Assistant.
  7. SSA Director’s Administrative Assistant 
    1. Ensures all information needed by the Agency Director is completed. 
    2. Forwards the DocuSign folder to Agency Director.
  8. Agency Director/Designee
    1. DocuSigns GA 5 or GA 5F with approval or denial.
  9. Intake EW
    1. Receives a Completed-DocuSign email with copies of all documents submitted.
    2. Takes appropriate action based on the decision received. 
    3. Extracts and converts DocuSign documents into PDF files and forwards for Imaging process. 
  10. GA Bureau AA
    1. Receives a copy of Completed- DocuSign via email. 
    2. Completes internal procedures.
  11. Program Bureau Administrative Assistant
    1. Receives a copy of Completed-DocuSign via email.
    2. Extracts and converts DocuSign documents into PDF files.
    3. Saves all PDF files in the S drive: Director’s Exception Cases.
    4. Completes Director’s Exception log.

Intake Process

After receiving the approved GA 5 or GA 5F, the GA EWs must process the case in CalSAWS. Refer to CB 23-39. 

Exception: Cases that receive a Director’s Exception to be excused for homeless shelter placement must have the housing portion of the grant set-up as a special need. 

Continuing Cases Process

The General Assistance Continuing EW must: 

  1. Monitor continuing GA eligibility.
  2. Re-evaluate the Director's Exception every six months or at the expiration of the Director’s approval, whichever is earlier.
  3. Reinvestigate eligibility at the beginning of the month in which the reevaluation is due in order to allow enough time to process the GA 5 or GA 5F.
  4. Gather all appropriate forms and documents (e.g., medical information, sponsorship forms, CalWORKs/DFCS referrals or SCZ 1812, etc.) in preparation for the reevaluation.

    1. Note: For Family Reunification cases, if the client continues to participate in AB 429 services beyond the first 3 months and continues to be in need of General Assistance benefits, DFCS EW sends to the continuing EW an updated referral (SCZ 1812) by the first week of the expiration month of the GA Director's Exemption. If a referral is not received, the EW may contact DFCS by email at DFCS-CalWORKs.Liaison@ssa.sccgov.org. 

    2. Under no circumstances Directors Exception can be approved without proper verification.
  5. Complete a new GA 5 or GA 5F and submit it along with the appropriate attachments and budget information. 
  6. Prepare the case for Bottom Line Override and to issue the correct benefit amount via Non System Determine Issuance. 
  7. Document thoroughly and appropriately in a CalSAWS Journal Entry.

Case Flag

Each Director’s Exception category has a different time limit to receive General Assistance and must be identified in CalSAWS. Follow the steps in CB 23-03 to add the case flag.