Application Registration and Preparation

Application Registration is the process used by the Social Services Agency to record an application received for CalWORKs, CalFresh, Medi-Cal, QMB, General Assistance and a variety of other programs. Prior to initiating the Application Registration process in CalSAWS, a full Person Search must be done on each applicant. The initial application, “Identification and Intake Record” (SCD 41), “Application for CalFresh, Cash Aid and/or Medi-Cal/Health Care” (SAWS 1) or for GA the "Application for General Assistance" (GA 1), and “Notice of Language Services” (GEN 1365) is taken and processed by clerical staff as described below.

Identification and Intake Record (SCD 41)

The “Identification Intake Record” form (SCD 41) is used to obtain information from the client in order to identify, register and/or create a new client record when needed. The SCD 41 must also be completed when clerical or eligibility staff determines a potential ICT in order to obtain contact information. [Refer to Job Aid -Inter-County Transfers – Electronic – Receiving County, Job Aid - Inter-County Transfers – Electronic – Sending County, Job Aid - Inter-County Transfers – Manual.].

Clerical staff must review the form for completeness; ensuring all applicable areas are completed, the handwriting is legible, and check for spelling errors.

The SCD 41 must be completed following the instructions below:

County Use Only Section

Must be complete in ink and legible
Red ink must be used for:
- Newly assigned case numbers and name,
- Client Index Number (CIN), and pseudo number entered in the SNN field,
- Any Discrepancies,

Client Section

All information entered by the client must be done in ink and must be legible.

Application for CalFresh, Cash Aid and/or Medi-Cal/Health Care (SAWS 1)

The SAWS 1 is the legal document that is signed by the client and used to determine type of application and beginning date of aid. It is important for clerical staff to review the SAWS 1 for completeness and legibility and most important to determine what type of assistance the client is applying for. The clerical staff should also ensure the application date is preserved on applications that are received via mail or drop off.

Date of Application (DOA)

The date of application is the date an application is received by the county. For the CalFresh and Cash Aid programs, the date of application is the date the county receives the application for both paper and online applications. When an application is received after 5PM, on the weekend, or during an observed holiday(s), the date the of application will be the next business day.

For MC applications that are mailed-in or dropped-off, the date of the application is the date the county receives the application. For MC applications submitted online, the date of application is the date the application is submitted regardless if the application is submitted after 5PM, on the weekend, or during observed holiday(s). Clerical must review this date when performing application registration.

ExampleExampleMC application submitted online on Saturday, 6/25 and received by the county on Monday, 6/27. The MC Date of Application is 6/25.
ExampleExampleCF/MC application submitted online on Monday, 5/30 (Observed Holiday - Memorial Day). The CF Date of Application 5/31; and the MC Date of Application is 5/30.
ExampleExampleGA/MC application submitted online on Saturday, 6/11 and received by the county on Monday, 6/13. The MC Date of Application is 6/11.

Notice of Language Services (GEN 1365)

The Notice of Language Services is used by the client to choose their language preference.

Application Types: “Regular Intake” and “Add-a-Program”

Applications are processed two separate ways in CalSAWS: “Regular Intake” and “Add-a-Program”. “Regular Intake” is for a client who has no case record or a case that is closed. “Add-a-Program” is used for a client who has an existing active case and would like to add additional benefits.

Valid Applications

An application is considered valid when:

a client applies for a program for the first time,
a program is discontinued,
the case is closed, or
a new program is being added to the existing case.

Note: The minimum length of the program discontinuance period may vary depending on the type of program that discontinued.

Identification Process: Person Search

The full ID process involves performing queries on each person listed on the SCD 41, whether or not aid is being requested for them. These queries are completed in Medi-Cal Eligibility Data System (MEDS), CalHEERS, and CalSAWS.

MEDS is a centralized integrated file of all persons who’ve received benefits in California.
CalHEERS is a centralized database for individuals requesting Medi-Cal or other health coverage throughout California.
California Statewide Automated Welfare System (CalSAWS) is the current State and County System.

Inquiries are done to search for a prior case record in our county and to ensure that there is no active record in another county.

Screen Prints: Screen Prints That are Attached to the SCD 41

Screen prints required from MEDS to send to Imaging:

Primary MEDS screens (INQM) for each applicant,
Special program (INQ1), if any information is listed,
CalFresh screen (INQF) if applying for Cash Aid and/or Food Stamps,
Cross Reference screen (INXC)

IEVS for all adults if application is for Cash Aid.

History Maintenance and Archiving Data

History Maintenance is a process in which CalSAWS removes EDBC Data and Client Correspondence from the online environment and stores it off line. Cases closed for six months without any active Eligibility or Employment Services programs including Post Aid Services and any printed Client Correspondences (CC) six months old on both active and closed cases, including periodic reports are archived.

When an application is received in Intake, clerical staff must review if data is archived during the ID process.

If Data is Archived, Then
- Clerical staff must retrieve the EDBC archived data immediately.
If Data is Not Archived, Then
- No additional steps are required.

Note: If clerical staff does not retrieve EDBC archived date, the EW will not be able to calculate benefits for the client. Once retrieved, archived data will be available the next business day. All archived printed CC are retrieved by the EW staff.