Orientation and Appraisal - Online CalWORKs Appraisal Tool (OCAT)

OCAT is a web-based application that consists of a detailed, comprehensive appraisal of the strengths, barriers, and overall work readiness of CalWORKs Welfare-to-Work (WTW) participants. The appraisal is conducted as an interactive interview between the client and the worker utilizing a CalWORKs 2.0 holistic approach. This approach is designed to help improve outcomes for the entire family and is reinforced via “Bridges Out of Poverty," by Ruby K. Payne, which provides a framework for understanding families living in poverty.

All questions of the OCAT are to be completed. A client may choose to skip OCAT questions, but the OCAT must be initiated and recorded as completed. The OCAT includes a section on learning needs. When the learning needs section is completed, a separate Learning Needs Screening (WTW 18) form is not required.

OCAT will generate a summary of the client’s Appraisal Summary and a set of Recommendations (ASR) and supportive services needs for the client to be used to develop a CalWORKs 2.0 goal-oriented WTW Plan. The recommendations may include evaluation for family stabilization, Self-Initiated Program (SIP), WTW exemptions, job search and/or an assessment for education training. These recommendations, along with a discussion with the client, will be used to determine the next best step for the client in the WTW process. In the case of possible exemptions or family stabilization referrals, these recommendations from OCAT must be evaluated immediately to determine if an exemption from WTW is necessary or if family stabilization services are needed.

Note: OCAT must not be completed for clients receiving Refugee Cash Assistance (RCA), adult-only cases. OCAT must be completed for refugee clients with children receiving CalWORKs.

Clients with Language Barriers

For clients with language barriers, such as limited English proficiency, the complete OCAT will not be completed. Clients with limited English proficiency or requiring English as a Second Language (ESL) services must be immediately referred to evaluation for services to address those barriers.

Assistance by a translator or a bilingual AEC/EC will be used to complete the employment, education, child care and transportation sections of the tool. Translation is not appropriate for sensitive sections of the tool, such as mental health or domestic abuse. In those instances, clients must be referred directly to the appropriate resources rather than using OCAT for screening.

A client cannot be given a learning disabilities screening and/or evaluation in a language other than the client’s primary language. The OCAT learning disabilities screening must not be used in any language other than English. Clients not proficient in English or Spanish must be referred to Assessment if the client indicates they have a learning disability need. For clients whose primary language is Spanish, the WTW Learning Needs Screening (WTW 48) Spanish version can be used outside of OCAT. The WTW Learning Needs Screening (WTW 18 and WTW 48) are the only learning disabilities screening tools that can be used for CalWORKs WTW participants. The forms cannot be translated or used with an interpreter as they have only been validated for use in English and Spanish.

Two-Parent Families

If more than one adult in an assistance unit is required to participate in WTW, an individual private OCAT process must be conducted for each adult.

If one parent is already assigned to an AEC/EC and the second parent comes in for orientation, the OCAT process for the second parent will be completed by the assigned AEC/EC.

Situations may occur where both adults in a two-parent assistance unit insist on completing the OCAT together rather than separately. This could be due to a variety of reasons, including cultural beliefs and practices, or accommodations for a disability. When faced with these types of situations, the OCAT may be conducted together.

Clients with a Break in Aid/Expired Exemption

The OCAT is required when a client returns from a break in aid of six months or longer. Clients are required to attend a new orientation when there is a break in aid of 30 days or more. If a client’s exemption expires and is scheduled for a new orientation, a new OCAT process is required if the OCAT has not been completed in 6 months.

OCAT Rights and Privacy Form (WTW 47)

At the beginning of an OCAT process, the client must be given a copy of the WTW 47, Online CalWORKs Appraisal Tool Rights and Privacy form. The WTW 47 must be reviewed with the client before conducting the OCAT. The form is intended to ensure all clients understand the purpose of the OCAT and their right to privacy. If a client does not want to sign the form, the AEC/EC will note in a Journal Entry and continue with the appraisal unless the client chooses not to complete the entire OCAT questionnaire. No further action is necessary.

Client Chooses Not to Complete OCAT Questionnaire

Clients will be informed during orientation that a thorough completion of the OCAT questionnaire provides accurate results for assisting with the development of a WTW Plan. Clients are to be encouraged to continue with selected sections of the OCAT and complete the OCAT when they choose to skip a section(s). When the client skips section(s), the AEC/EC will document in the Journal Detail page. OCAT recommendations and the Appraisal Summary and Recommendations (ASR) are to be used to complete a WTW Plan.

OCAT Process for English Proficient Clients

The following process must be followed for clients who are proficient in English.

A. The Client Services Technician (CST):

Assigns the case to the AEC/EC.

B. The Assigned AEC/EC:

During Appraisal, reviews the Online CalWORKs Appraisal Tool Rights and Privacy (WTW47) with the client.
Initiates OCAT through CalSAWS via the OCAT Referral List page by sending the demographics data to OCAT.
Logs into CalSAWS OCAT: ocat.calsaws.net
From the OCAT Client List table, searches and selects the client.
From the Interview List page, selects the appraisal record.
Opens the Questionnaire.
Reviews the OCAT preamble with the client.
Answers and completes all client questions.
- If the client answers "Yes" to the question, "Are you planning or interested in enrolling in an education or training programs?” under the Education page, discusses High Paying In-Demand Careers (SCD 2621) with the client.
After exiting the Questionnaire, the screen will show the status as "New Interview Created - Recommendations Must Be Completed."

C. The Assigned AEC/EC navigates to the Recommendations Module and:

Reivews with the client the:
- Strengths page.
- Recommendations (Work, Education, and/or Barrier Removal) page.
- Family Stabilization Evaluation page.
- WTW Exemption, Exception, and Program Waiver Evaluation page.
Enters Action Plan information with each Recommendation displayed on the screen as appropriate for the client. Additional Action Plans may be added for each Recommendation by clicking the Add icon, and can be removed by clicking the Delete icon.
Selects “Yes” or “No” for each Referral/Evaluation, and “Yes” or “No” if the client accepted the referral. The Questionnaire will lock after recommendations have been completed.
Generates OCAT ASR by selecting Appraisal.
Prints the OCAT Questionnaire by selecting the print icon next to the Questionnaire ID on the Interview List page. This allows users to print the answers the client provided.
Prints and provides a copy of all pages of the Recommendations (Work, Education, and/or Barrier Removal) section of the ASR to the client. Client and AEC/EC signatures are not required on the ASR.

D. The assigned AEC/EC navigates to the Preview and Generate ASR Module:

From the Interview record, clicks the Appraisal section header in the Left Navigation Panel.
Clicks the Appraisal Preview sub-section to open the Appraisal Preview page.
Reviews the information. If any information is incomplete or requires an update, navigate back to the Questionnaire pages and modify data as needed.
When the ASR is ready, clicks the [Generate ASR] button at the top of the Appraisal Preview page. A message will appear to select either the English or Spanish version.
Selects the language questionnaire radio button and click [Continue] to generate and lock the ASR.

Note: If Spanish is chosen, the ASR PDF will be generated in Spanish. Any free-form entered in the Questionnaire or Action Plans will not be translated into Spanish.

Regardless of the language chosen, the English version will be transmitted back to CalSAWS.
Navigates back to the Interview List page to see that the Interview is in Complete status. The ASR and Questionnaire are now available for printing from OCAT, if needed.

For detailed information, refer to the OCAT End User Manual.

E. The assigned AEC/EC completes the WTW Plan.

Develops the WTW Plan.
Forwards the WTW 2 and WTW 47 to Imaging.
Updates CalSAWS Journal Detail page.
Verifies First Day Attendance.

F. The Health Alliance (HA) Counselor:

Reviews the HA screening process with the client.
Completes any OCAT sensitive questions with the client.
Refers the client to HA services if needed.

OCAT Process for Clients Not Proficient in English

Complete the Getting to Know You (SCD 1772) for non-English speaking clients.

OCAT Recommendations

OCAT will generate a series of Recommendations based on client responses to the questionnaire. An Action Plan is required for each recommendation. Below is a list of standardized action plan responses to the most common types of recommendations listed on the ASR. It is highly recommended that AEC/EC utilizes the standardized responses listed in the table below.

Recommendations	Action Plan Responses
For OCAT Recommendation Action Plans, select one of the responses from the Action Plan Responses column.	Refer to WTW 2. Client declined services. Refer to Journal Entries. Referral information provided to the client. N/A.