CWES Assessment - Referrals to Gavilan College

The Case Management EC may explore with WTW participants short-term certification programs provided at Gavilan Community College.

Referral Process

The following is the referral process that includes referral to Assessment.

A. The Case Management EC:

• If appropriate, explores short-term certification program with client.
• Completes WTW 2 for Assessment in CalWIN and includes concurrent activity.

Note: Issues the CSF 7 and SCD 1771. And when appropriate, issues the "Authorization to Release Medical Information" (CW 61) and asks client to bring completed forms to the appointment.

B. The Assessment EC:

• Completes “Simplified CalFresh Program Unpaid Work Experience (WEX) and Unpaid Community Service Hours Worksheet” (WTW 15).
• Completes “Welfare-to-Work Activity Referral” (SCD 1723) and emails form to Gavilan Community College liaison.
• Submits WTW 15 and SCD 1723 to IDM workstation.
• Documents in CalSAWS Journal Detail page window.

Note: Certification should be noted in vocational goal on SCD1723. If a client scores low in any PESCO measure, score and measure should be stated in the comment section of SCD1723.

C. The Gavilan College Staff:

• Reviews SCD 1723.
• Conducts intake and assessment of client's barriers.
• Registers client in course.
• Completes Sequential Plan (instead of Education Plan).
• Assists client with Ancillary form as needed for required course materials and fees.
• Provides client Sequential Plan and emails to both Assessment and Case Management ECs.

Note: If client No Shows to intake appointment, Gavilan College staff will contact Assessment EC and Case Management EC via email.

D. The Assessment EC:

• Develops post-assessment WTW Plan in CalSAWS.
• Completes and signs WTW 2 with client.
• Submits WTW 2 and all verifications to Imaging.
• Emails to alert the Case Management EC that the post-assessment WTW Plan is developed and is in CalSAWS.
• Updates Assessment activity status in CalSAWS with Completed.
• Documents in CalSAWS Journal Detail page window.

E. The Case Management EC:

• Arranges supportive services under new activity.
• Reminds client of course start date, (two weeks and a day prior to start date) and notifies Gavilan College Staff as follows:
• If client confirms, sends email to inform that client confirmed attendance.
• If client does not confirm, sends email to inform that client has not confirmed.
• If client wants to drop course, sends email to inform that client has chosen to drop course.

Note: If client starts course within two weeks of signing Post-Assessment Plan, Assessment EC will contact client to provide reminder of course start date.

F. The Gavilan College Staff:

• When client No Shows to first day of class, emails no show status to Case Management EC.
• When there are any participation problems, emails participation problem to Case Management EC.
• Sends monthly progress reports to Case Management EC.
• Signs off on the “Attendance Verification” (SCD 1755 A).

Note: Notification of No Show for online courses will be sent two weeks into the course. If client shows to first day of class no notification is sent.

G. The Case Management EC:

• Enters First Day Attendance and monitors case.