Special Accommodation Review Form and Process

A review form titled, Need Extra Help (SCD 2371), for special accommodations is to be used by DEBS staff to obtain information about any additional help requested by the client due to a disability (physical, mental/emotional, or learning), or other type of accommodation. The form functions as a triage form, soliciting responses to various questions. It should be made clear to clients that whether or not they disclose a disability is voluntary and they can always choose to disclose a disability or request for a special accommodation, at a later time. If a client discloses a disability during any first contact with any employee, the employee must immediately share the information with the appropriate staff, who can then take steps to explore a special, or reasonable, accommodation. The SCD 2371 is available on the DEBS Forms Library in SSA threshold languages.

 

Reminder: Staff must not require clients to use or sign the SCD 2371 form in order to request an accommodation. 

 

SCD 2371 Process

Each district office lobby will have a Need Help poster, which would prompt the applicant/client to inform the clerical of his/her disability to receive some form of accommodation. In addition to the Poster, the workflow below is the process to follow for identifying clients who require a special accommodation:

 

Clerical

If the applicant...

Then...

Has a visible disability,

States that they have a disability, or require a special accommodation,

Follows current district office process.

  • Issues SCD 2371 to the client, or attaches SCD 2371 with the client's application forms.
  • Follows current district office business process for assigning applications to Eligibility Workers (EW) or Eligibility Counselors (EC).

 

 

EW

If the interview is being conducted and the client...

Then...

Has a visible disability,

states that they have a disability, or requires a special accommodation when asked,

Follows current district office process.

  • Completes interview and uses Interview Scripts, reviews Special Accommodations section.
  • Completes SCD 2371 together with the client.
  • Selects the appropriate Special Circumstances Detail indicators in CalSAWS. 
  • For guided CalSAWS instructions, please refer to the CATS CalSAWS Fact Sheet: Special Circumstances (March 2023).

 
Documents in CalSAWS Case Journal using Type - Special Circumstances.
  • Follows current district office business process for the application, or process.

 

 

EW/ EC    

Receives application forms:

If the SCD 2371 form...

Then...

Is attached to application forms and/or MEDS screens,

 
Documents in CalSAWS Case Journal using Type - Special Circumstances.
  • Follows current district office business process for the application, or process.

 

Reminder: When entering the above indicators, a red-colored Special Circumstances icon is displayed next to the Case Name everywhere the Case Name/Number is listed at the top of the CalSAWS pages.

 

Is not attached to application forms and/or MEDS screens,

Asks the applicant, “Do you have a disability (physical, mental/emotional, or learning), or need a special language, or other accommodation that makes it difficult for you to do anything we might ask you to do?”

 

Note: For a 2-parent household, an SCD 2371 form would be needed for each parent.

 

If the client says:

  • Yes:
    • Completes SCD 2371 form.
    • Selects a Special Circumstances indicator(s).
    • Documents by narrating the accommodation required within the CalSAWS Case Journal using Type - Special Circumstances.
    • Follows the current district office business process for the application.
  • No:
    • Signs the SCD 2371 form and asks the client to sign (optional) the form.
    • Provides a copy of the SCD 2371 form to the client.
    • Documents in the CalSAWS Case Journal using Type - Special Circumstances.
    • Follows the current district office business process for the application.
    • Inform the client that she or he can request an accommodation at any point in the future, including with continuing EW, EC, or another worker.
    • Reasonable accommodations must be provided on an ongoing basis.

 

 

SSA Staff   

At any point of client contact:

If...

Then...

CalSAWS Special Circumstances red-colored icon is displayed next to the Case Name
  • Searches for Case Journal Type - Special Circumstances.
  • Reviews that the accommodation that has been approved.
  • Continues to provide accommodation.

Note: Once the accommodation has been previously approved, the client does not need to re-request the accommodation; and SSA staff must not subsequently ask the client what the accommodation or their disability is.

 

Special Accommodations Request Process

Requests for special accommodations can almost always be provided to the client. All requests must be approved or denied within 5 working days.

 

The workflow below is the process to follow by all SSA staff for approving or denying requests for special accommodations:

Step Who Action
1. EW/EC/ Worker Supervisor
  • Receives request for a special accommodation.
  • Discusses request with Supervisor, as needed. If the request is approved:
    • Informs client that request was approved.
    • Adds CalSAWS Special Circumstances indicator.
    • Documents in Case Journal Type - Special Circumstances the accommodation.

 
2. EW/ EC/ Worker Supervisor/ Manager

Consults with Civil Rights/ADA Coordinator if believes that request should be denied, or if not sure the request can be provided.

 
3 EW/ EC

If the request is approved: 

  • Informs client that request was approved.
  • Adds CalSAWS Special Circumstances indicator.
  • Documents in Case Journal Type - Special Circumstances the accommodation.

 
4. EW/ EC/ Worker Supervisor

Denied completely, or in part,

  • Provides written denial to client.
  • Informs client of right to contact Civil Rights/ ADA Coordinator.
  • Documents in Case Journal Type - Special Circumstances and submits written denial to the CalSAWS Imaging system.

 

 

In Employment Services, the need, or request for a special accommodation may also be identified via the development of the Welfare-to-Work Plan Activity Assignment (WTW 2), and or the OCAT. Refer to CalSAWS Special Circumstances Case Record & Documenting Accommodations.