Scheduling Process - Individual Orientations

CalWORKs recipients who are unable to attend a group orientation may request an individual orientation. Requests for individual orientations are reviewed on a case-by-case basis for individuals who are employed, attending school, are DV-Exempt and request supportive services, or have other scheduling needs.

Refer to “Outlook Calendar Instructions,” page 4-3.

To facilitate the scheduling and orientation process between various Intake Units at 1879 Senter Rd, the following procedures must be followed by 1879 Senter Rd CWES staff when a CalWORKs recipient requests an individual intake.

A. The A9G EC:

Screens client for an individual orientation

If the client is...

Then the EC

Able to attend a group Orientation,

Refers the client to next available group orientation

Not able to attend group orientation,

Obtains current verification indicating the client is unable to attend a group orientation such as SCD 549A, check stubs, appropriate CalSAWS windows, verification from Imaging, School Schedule, Domestic Abuse Participation Status (SCD 1554).

Note: Ensure the work schedule is completed on the SCD 549A.

Identifies needed supportive service.

Changes worker number in CalSAWS.

Completes “Individual Intake Request” (SCD 2272).

Submits employment/school/Domestic Abuse verification to Imaging.

Sends an email to EW and document with a Journal Entry..

Ends noncompliance with Good Cause, only if FTE verified and client is non-compliant.

Ends orientation activity status, only if FTE verified as follows:

If Status is...	Then end with...
“Scheduled”	“Disenroll”
“No Show”	“Other” “End Before Expected”
“Non-Compliant”	“Other” “End Before Expected”

If the 2nd parent is scheduled or is non-compliant, end noncompliance manager with Good Cause and end orientation activity status only if 1st parent is FTE verified as follows:

If Status is...	Then end with...
“Scheduled”	“Disenroll”
“No Show”	“Other” “End Before Expected”
“Non-Compliant”	“Other” “End Before Expected”

Emails the Individual Intake Request to the A9G Lead.

B. The A9G Lead:

Reviews the SCD 2272.

If the SCD 2272...	Then the Lead...
Approved,	Sends an email with SCD 2272 attached to designated Intake CST, Intake Sups/Leads
Not Approved,	Refers the SCD 2272 back to the A9G Worker.

C. The Intake CST (Only for FTE):

Assigns the case to the Intake Worker.
Sends an email and attachment to “Reply to All” and assigned EC regarding the case assignment.
Adds a case count to the Weekly Assignment Control Log.
Files the SCD 2272 in the Orientation Roster Log Binder.

D. The A9G EC (Only for FTE):

Delivers the Intake Unit communication form (Pink form) upon notification of the case assignment.
Attaches a copy of the Inquire on Case Information screen shot window and deliver to designated Intake CST.

E. The Intake CST (Only for FTE):

Changes the worker number in CalSAWS to the assigned Intake Worker.
Delivers the pink form with screen shot window attached to the assigned Intake Worker.

F. The A9H Sup/Lead (SIP/PTE/DV/Other):

Assign individual intake request on a rotation basis & language needs.
Send email and attachments to “Reply to All” and to assigned EC regarding. assignment.
Records the information on the Individual Case Assignment Log located on the (S:) Drive.

G. The Intake EC:

Reviews case in CalSAWS, Imaging, and CDS Archive.

If the case is...	Then...
FTE	Verifies employment. Mails the “Employed Letter” (SCD 325) and Intake Packet. Allows the client 10 working days to provide Intake Packet and required child care information and verification. Updates the [Employment Detail] tabs in CalSAWS. Assigns, schedules and updates the FTE activity outside the plan using the date of the first contact made per SCD 2272. Assigns Supportive Services for 3 months from the first contact made or employment start date, if employed. Completes the “APP/CWES Referral & Communication Referral” (SCD 1776), if child care approved. Assigns, schedules, and updates Orientation and Appraisal activities, if orientation completed or Intake Packet returned using the date the client signed the WTW 1 and WTW 2. Note: The FTE, orientation, WTW 1 and WTW 2 are not required unless the client is sanctioned or requesting services beyond child care, transportation, and ancillary. However, if the client completes an orientation the WTW 1 and WTW 2 must be completed.
SIP/PTE/DV/Other	Schedules the client for an individual orientation using the WTW 9.
	If the client...	Then the Intake EC...
	Attends an individual Orientation,	Completes the Orientation/ Appraisal process. Complete Orientation Sign-In sheet. (ensure to note activity and if client is sanctioned) Submit the “Orientation Roster” (SCD 2271) and SCD 2272 to the unit Supervisor.
	Fails to attend the Individual Orientation,	Send an email to “Reply to All” notifying A9G Worker.

H. The A9H Sup/Lead (SIP/PTE/DV/ Other):

Signs and dates the Orientation Sign-In Sheet and Individual Intake Request form
Updates the [Registration Tab] to “Curing Sanction” status, if sanctioned
Submits the original copy to the Intake CST for case count, A9G work for delivery of pink form and assigned EC.

I. The A9G Worker SIP/PTE/DV/ Other):

If the client...

Then the Worker...

Fails to attend

Requests a sanction, if the client was non-compliant.

Delivers the pink form with copy of the Inquire on Case information window to Intake CST.

Client attends orientation

Deliver pink form with copy of the Inquire on Case Information window to Intake CST

J. The Designated CST (SIP/PTE/DV/Other:

Adds a case count to the Weekly Case Assignment Control Log.
Changes the worker number to the assigned Intake EC.
Delivers the pink form to assigned Intake EC.

Scheduling Process - Individual Orientations

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