CIU-RCA Business Processes

Enrollment & Referral to Service Provider

Stage Who Task/Steps

1

EW

  1. Completes RS 3 through DocuSign template.

  2. Sends RS 3 to Imaging once document is signed by CIU.

Note: RS 3 should be sent to CIU within 30 days after RCA approval.

2

CIU

  1. Completes the RS 3, section-Service Provider Use Only.

  2. RS 3 is returned to the EW through DocuSign.

  3. Sends the certified RS 3 to Imaging.

  4. RCA EC contacts client and completes orientation.

If...

Then...

Client shows for RCA-ES orientation,

  1. Completes and reviews the intake packets with the client, signs and has the client sign:

    1. RS 1 - Refugee Resettlement Program Services

    2. RS 36 - Employment and Training Requirement for Refugee Cash Assistance

    3. CIU 1 - CIU Grievance Procedures

    4. Family Self-Sufficiency (FSS) Plan

    5. Rights & Responsibilities Form

    6. SCD 1029 - Release Authorization

    7. Disclosure of SSN

    8. CIU-01 CENTRAL INTAKE UNIT (CIU)

  2. Completes RS 3A – Client Tracking.

  3. Sends all forms to Imaging.

  4. When funding is available, issues bus pass or tokens to client for the current month only. When funding is available, the Refugee Service Provider will provide bus pass to client for subsequent months if client needs it.

  5. If client is going to IRC, enters “43 Job Readiness-VESL IRC” or if client is going to JFS, enters “43 Job Readiness-VESL JFS” activity in CalSAWS.

  6. Adds journal entry in CalSAWS.

  7. Sends a copy of the intake packet and RS 3A to the Refugee Service Provider. 

Client NO shows for RCA-ES orientation,

  1. Enters activity status per established procedures. 

  2. Initiates non-compliance. Refer to CIU-RCA-ES Compliance Process.

Note: The compliance process for RCA-ES is a manual process and NOT via CalSAWS.

3

Refugee Service Provider

Determines if the client shows to the Service Provider:

If... Then...

Client shows,

  1. Notifies CIU via email the outcome of the referral.

  2. Completes and submits the provider section of RS 3A, Enrollment and Status Change (RS 2/3), and SCD 2559 to CIU.

Client NO shows,

  1. Notifies CIU via email the outcome of the referral.

  2. Completes and submits the provider section of RS 3A to CIU.

4

CIU

If...

Then...

Client shows,

  1. Receives and reviews RS 3A, RS 2/3, and SCD 2559 from refugee service provider.

  2. Updates CalSAWS activity status to “Attending”.

  3. Adds a journal entry in CalSAWS.

  4. Sends RS 3A, RS 2/3, and SCD 2559 to Imaging.

  5. Provides case management and monitors progress and attendance.

Client NO shows,

  1. Receives and reviews RS 3A from refugee service provider.

  2. Updates CalSAWS activity status as appropriate,  

  3. Adds a journal entry in CalSAWS.

  4. Sends RS 3A to Imaging.

  5. Initiates non-compliance. Refer to CIU-RCA-ES Compliance Process.

Note:  The compliance process for RCA-ES is a manual process and NOT via CalSAWS.

Case Management

Stage Who Task/Steps

1

Client

  1. Attends activity sessions.

  2. Initials/Signs Monthly Attendance Form(s).

2

Refugee Service Provider

Monitors client’s progress and attendance:

If the client is... Then...

Attending and in compliance,

  1. Provides monthly bus pass.

  2. Completes the provider section of the Monthly Attendance Forms.

Employed,

  1. Obtains employment verification from client.

  2. Completes RS 4.

  3. Sends employment verification and RS 4 to CIU and ESI.

No longer receiving RCA benefits and has not completed 12 months of Job Readiness (ES/VESL), 

Continues to monitor client’s progress and attendance until ES/VESL ends.

Not attending or making satisfactory progress,

  1. Sends a completed RS 3A to CIU.

  2. Notifies CIU via email of participation problems.

Completed ES/VESL activity and is NOT employed,

Sends a completed RS 2/3 to CIU and ESI.

3

CIU
If the client is... Then...

Attending and in compliance,

No further action is required.

Employed,

  1. Obtains employment verification from Provider/client.

  2. Sends employment verification to Imaging.

  3. Requests EW to enter employment information into CalSAWS via a task.

  4. Updates activity status as appropriate.  

No longer receiving RCA benefits and has not completed 12 months of Job Readiness (ES/VESL),

Updates activity status as appropriate.

Not attending or making satisfactory progress,

  1. Updates activity status as appropriate.  

  2. Initiates non-compliance. Refer to CIU-RCA-ES Compliance Process.

Compliance

The RCA-ES Compliance is a manual process and NOT via CalSAWS. Eligibility Worker (Benefits) is to apply sanction when requested by CIU.

Stage Who Task/Steps

1

Client

Refuses or quits a job, or fails to meet the RCA training rules, or fails to take part in the compliance plan process.

2

Refugee Service Provider

Informs RCA EC within three working days of occurrence via RS 3A and email.

3

CIU

In each case in which information from RCA service providers or CIU appears to indicate that good cause does not exist for an RCA recipient’s refusal or failure to participate in an assigned RCA educational or training component, or to accept a job offer or referral, or to conduct job search, the RCA EC shall conduct a face-to-face interview with the individual prior to making a good cause determination.

If the RCA recipient contacts the RCA EC prior to the scheduled cause determination interview to request a rescheduling, the individual shall be permitted ONE rescheduling of the interview. This rescheduled interview shall take place within ten working days following the date the RCA EC becomes aware of a recipient’s failure to cooperate/participate, or within thirty days of the date that the recipient failed to cooperate/participate, whichever occurs first.

  1. Becomes aware that client is NOT complying with the RCA requirements.

  2. Initiates compliance process:

    1. Update activity status as appropriate.

    2. Sets up a cause determination appointment for client by completing RCA 43 – Refugee Cash Assistance (RCA) Notice of a Participation Problem.

    3. Sends RCA 43 to client & Provider.

    4. Sends RCA 43 to Imaging.

If client shows for cause determination, then...

And... Then...

good cause is granted,

  1. Updates activity status as appropriate.

  2. Adds Welfare-to-Work program status.

  3. Adds journal entry in CalSAWS. 

  4. Emails Refugee Service Provider that client is to resume Job Readiness (ES/VESL) activity.

NO good cause is granted,

  1. Completes ONLY the Compliance Plan section of RCA 44.

    1. Note: The compliance plan will be to meet the RCA Program Requirements and the Service Provider’s Program Requirements for the remaining time of the 12-month RCA benefit time clock.

  2. Sends RCA 44 to Provider and Imaging.

  3. Updates activity status as appropriate in CalSAWS.

  4. Adds journal entry in CalSAWS. 

  5. Emails Refugee Service Provider that client is to resume Job Readiness (ES/VESL) activity.

Does the client complete the compliance plan?

If...

Then...

YES

Action is not needed.

NO

  1. Completes RS 18-Refugee Services Information Transmittal.

    1. Section I. Client Status Change, box #3.

    2. Section III. Comments. In this section, requests the EW to apply sanction & run EDBC in CalSAWS.

  2. Sends RS 18 to Provider and Imaging.

  3. Creates a task for EW to implement sanction & run EDBC. Also, let them know that the RS 43, RS 44, & RS 18 have been imaged.

If client NO shows for cause determination, then...

  1. Set up a second cause determination appointment for client by completing sections - Here’s Why and What Happens Next of RCA 44.
  2. Sends RCA 44 to client and Imaging.

If...

Then...

Client shows for the second appointment,

  1. Completes ONLY the Compliance Plan section of RCA 44.

    1. Note: The compliance plan will be to meet the RCA Program Requirements and the Service Provider’s Program Requirements for the remaining time of the 12-month RCA benefit time clock.

  2. Sends RCA 44 to Imaging.

  3. Updates activity status as appropriate in CalSAWS.

  4. Adds journal entry in CalSAWS. 

  5. Notifies Refugee Service Provider that client is to resume Job Readiness (ES/VESL) activity.

Does the client complete the compliance plan?

If...

Then...

YES

Action is not needed.

NO

  1. Completes RS 18-Refugee Services Information Transmittal.

    1. Section I. Client Status Change, box #3.

    2. Section III. Comments. In this section, requests the EW to apply sanction & run EDBC in CalSAWS.

  2. Sends RS 18 to Imaging.

  3. Creates a task for EW to implement sanction & run EDBC. Also, let them know that the RS 43, RS 44, & RS 18 have been imaged.

Client No Shows for the second appointment,

  1. Completes RS 18-Refugee Services Information Transmittal.

    1. Section I. Client Status Change, box #3.

    2. Section III. Comments. In this section, requests the EW to apply sanction & run EDBC in CalSAWS.

  2. Sends RS 18 to Imaging.

  3. Creates a task for EW to implement sanction & run EDBC. Also, let them know that the RS 18 has been imaged.

4

EW

  1. Receives RCA sanction request from RCA EC.

  2. Applies RCA sanction and run EDBC.

  3. Emails RCA EC that sanction has been implemented and EDBC has been run. 

5

CIU EC

  1. Receives email from EW that sanction and EDBC have been completed.

  2. Emails Refugee Service Provider to let them know that the client is now sanctioned.

  3. Sends a copy of the RS 18 to Service Provider for their file.

  4. Transfers case to close file after 30 days of sanction.

Case Review

Review the case on a monthly basis. Is the client still receiving benefits?

  • If yes, then is the client still participating?
    • If yes, then the monthly case review is done.
    • The provider will notify EC when the client is not participating. Then, the EC will then contact the provider to confirm client’s non-participation. Once confirmed, the EC will start the non-compliance process.
  • If the client’s cash is discontinued, then the EC:
  1. Inform the provider that the client’s cash aid has been discontinued.
  2. End client’s activity in CalSAWS.
  3. Complete a journal entry in CalSAWS.
  4. Transfer case to close file after 30 days of discontinuance.

Related Topics

RCA & ECA Work Registration Application Requirements

Work Registration, Employment and Training Requirements

RCA & ECA Compliance

Refugee Employment Social Services (RESS)