Domestic Abuse (DA) - Referral Process

When a CalWORKs client discloses DA, the Associate Employment Counselor (AEC)/Employment Counselor (EC)/Eligibility Worker (EW) should ask the client clarifying questions to determine if an emergency or a non-emergency referral should be initiated.  An emergency referral should be initiated if the client is actively fleeing a DA situation.  A non-emergency referral should be initiated in instances where the client has previously experienced DA and is seeking DA services.  Use the following information to determine the appropriate action:

Emergency Referral

The EW/AEC/EC must do the following when an emergency situation arises:

• Provide the client with the 24-hour Support Line at 800-572-2782 and,
• Obtain verbal consent from the client to connect them with the CalWORKs Social Worker (SW)/Domestic Violence (DV) Advocate and to complete a referral.
• Be sure to ask the client the following questions:
  • Does the phone number on file belong to them?
  • Is it safe to ask for the client by name if someone else answers the phone?
  • Regarding email, does the person who harmed (PWH) have access to this email address?  
• Complete the Authorization for Release of Information (SCD 1029)
• Contact the CalWORKs SW/DV Advocate, who is stationed at, 1879 Senter Road, San Jose, CA 95112, (408) 758-3500.
• Once the client has been triaged by the CalWORKs SW/DV Advocate, complete a referral in the DEBS Referral App and document in the Referral Comments field that verbal consent was received from the client to process a DA referral.  
• Attach the completed SCD 1029 to the referral.   
• Document in the CalSAWS Journal Detail page that verbal consent was received from the client to process a DA referral

For Emergency/Unsafe situations, call 9-1-1.

Note: Emergency referrals are assigned to a CalWORKs SW/DV Advocate immediately.

Non-Emergency Referral

The following must be done when a non-emergency DA situation arises:

A. The EW/AEC/EC:

• Obtains verbal consent from the participant to complete a referral.
• Be sure to ask the client the following questions:
  • Does the phone number on file belong to them?
  • Is it safe to ask for the client by name if someone else answers the phone?
  • Regarding email, does the person who harmed (PWH) have access to this email address?  
• Completes the SCD 1029.
• Completes referral in the DEBS Referral App, and documents in the Referral Comments field that verbal consent was received from the client to process a DA referral.
• Attaches the completed SCD 1029 to the referral.  
• Documents in the CalSAWS Journal Detail page that verbal consent was received from the client to process a DA referral.  

B. The CalWORKs Employment Services Client Services Technician (CST):

• Assigns the case to a CalWORKs SW/ DV Advocate.

Retroactive Requests

DA waivers may be granted retroactively for up to three months prior to the date the victim of past or present abuse requests a DA waiver.

A DA waiver may be granted retroactively for more than three months only if the failure to grant the temporary DA waiver, at the time it was requested, was due to an error by the county. In this circumstance, the recipient would need to demonstrate that they notified the county that they were a DA victim and had requested a temporary waiver of a CalWORKs rule or requirement, but the county failed to act and the condition or circumstances during the time period at issue temporarily prevented or significantly impaired the recipient from being regularly employed or participating in Welfare-to-Work (WTW) activities.

The approved retroactive dates will be entered on the CalWORKs Domestic Abuse Participation Status form (SCD 1554) and the error is to be documneted on the Journal Detail page in CalSAWS.

CalWORKs SW/DV Advocate Actions

The following actions are followed by the CalWORKs SW/DV Advocate whether the DA referral is an emergency or a non-emergency situation:

Initial DA Assessment

1. Meets with the client to determine if the client is a victim/survivor of DA, and that the client is or has been in a DA relationship that precludes successful participation in WTW activities.
   1. Completes a Domestic Abuse Risk Assessment, including safety plans.
   2. Determines if a DA exemption is needed, and regardless of whether an exemption is granted or not, completes the SCD 1554 within three working days when a Time on Aid (TOA) exemption/WTW waiver due to the DA is approved, denied, declined by the client or is a "no show".
   3. In the case of a "no show", the SW/DV Advocate will check the No Show box and enter, "Client did not keep scheduled (enter date of appointment) appointment.  Unable to determine the need for an exemption." in the Comments field of the SCD 1554.
   4. If a DA exemption is granted, completes the CalWORKs Domestic Abuse Service Plan (SCD 1555).
   5. Verbally informs the requesting client if the exemption is approved or denied.
   6. Sends an email to the clerical team requesting the outcome be documented with a journal entry in the Journal Detail page in CalSAWS.  The Journal entery should include:
      • The disposition of the referral
      • If approved for an exemption, include the begin and end dates for the exemption.
   7. On a monthly basis, completes the CalWORKs Referral Results (SCD 29) form and emails it to the assigned AEC/EC.
   8. If exemption is granted, completes the dates on the SCD 1554 and SCD 1555 as follows:

Timed-Out Individual (Extenders)

• Safety Net Case: The first of the month following the month verifications are received is the begin date, and the end date is three full months later.
• Family re-applying for cash aid: The date of re-application, or date verification is provided, whichever is later, is considered the begin date and the end date is three full months later.
• Based on client circumstances, the begin date may be retroactive up to three months.

Active CalWORKs Individual (Exemptions)

• The begin dates of the SCD 1554 and SCD 1555 is the date verifications are received, and the end date is three full months later. Unless the client is requesting retroactivity, then the begin date may be sooner.

Note: Dates on both forms (SCD 1554 and SCD 1555) must coincide.

• Makes the appropriate referrals to service providers if available and as appropriate.
• Provides the client with Important Notice About Domestic Abuse (SCD 830), along with a copy of the SCD 1554 and SCD 1555.

2. Completes the Permission to Release Domestic Abuse Information When Moving to Another County (WTW 37), if appropriate.
3. Emails the SCD 1554 and SCD 1555 to the assigned AEC/EC and CST, within three (3) working days, following assessment or exemption determination.
   • The assigned AEC/EC will complete and send the Exemption Determination form (CW 2186B) to the client, with the approval dates matching those on the SCD 1554 and SCD 1555. 

Note: The CST generates a Task request and attaches the SCD 1554 for EW follow-up.

4. If the client is not known to Employment Services (ES caseload ID is blank), or the WTW program is unassigned, scans and emails the SCD 1554 to the designated Engagement Unit AEC/EC who will be required to make the CalSAWS entries.

Note: Unassigned cases will be assigned an AEC/EC via the Engagement Unit. See/call the Engagement Unit’s Officer of the Day (OD) for assistance.

5. Documents the appropriate DV activity and outcome in the Journal Detail page in CalSAWS by selecting "Assignment" in the Journal Type field and entering "Assigned SW/DV Advocate" in the Short Descrition field.  
6. Provides ongoing services to the client as needed.

Note: The SW/DV Advocate should contact clients as needed between office visits and have activities documented in the Journal Detail page of CalSAWS on a monthly basis, including for DV approvals, denials, and extenders.  The DV Advocate can have Journal Entries documented in CalSAWS by sending an email to the CalWORKs Clerical team.  The email must include the exact verbiage of what is to be added to the Journal Detail page.

SWs may be requested to provide feedback and/or attend Fair Hearings as needed.

DA Reassessment/Redetermination

7. In the month that the DA exemption expires:
   1. Meets with the client to determine if DA continues to be a barrier to employment or participating in WTW activities, before the exemption end date.
   2. If the DA exemption is extended, completes a new SCD 1554 and sends it to the assigned AEC/EC. New exemption dates should be entered sequentially on the SCD 1554 electronic form. A journal entry on the Journal Detail page of CalSAWS is to be added to document the DA exemption being extended.

Note: The assigned AEC/EC will complete and send a revised CW 2186B to the client.

• If circumstances have changed, updates the SCD 1555, and other related documents:
• The SCD 29 is to be completed and sent to the AEC/EC.
• Completes a Domestic Abuse Risk Assessment (including safety plans).
• Emails the SCD 1554 and SCD 1555 to the AEC/EC and CST within three (3) working days following assessment/determination.

Exemptions Granted After Exemption Expiration Date

8. If the client shows to meet with the SW/DV Advocate after the exemption expires, and the SW/DV Advocate grants the exemption, the SCD 1554 is completed with the following comment: “Client assessment conducted on (enter date) and exemption granted effective (enter date).” The SW/DV Advocate sends the SCD 1554 to the assigned AEC/EC. The assigned AEC/EC then completes and sends the new CW 2186B to the client with dates matching the SCD 1554 and SCD 155.

Reminder: If a DA exemption is denied, declined by the client, no shows, or the exemption ends without continued DV service needs, the DV case closes anytime within 30 days.

Timed-Out Clients

9. When a client has timed-out (reached their 60-month CalWORKs lifetime limit):
   1. Follow Steps 1–6 and Step 8 above.
   2. On the Cash Aid Time Limit Month Detail List page ensure the EW has selected “Extender” from the Type drop-down list in the Exceptions page section, and that “605-CW Domestic Abuse Good Cause” was selected from the Reason drop-down list.  

Note: Unassigned cases will be assigned an AEC/EC via the Engagement Unit. See/call the Engagement Unit’s OD for assistance.

Designated Employment Services Staff

The DA Exemption is applied differently in CalSAWS than all other exemptions. In order to apply the DA Exemption and Extender the following action must be taken in CalSAWS to “Untick” the CalWORKs 60-month time clock:

A. The AEC/EC:

To apply the “Exemption...”

• Navigates to the WTW Status Detail page in CalSAWS and selects "Good Cause" from the Status drop list.  Selects Domestic Violence for the Status Reason drop list, and
• Enters dates in the Begin Date field and in the Expected End Date field.  These dates will be based on the dates provided on the SCD 1554, and 
• Adds the "43 Domestic Abuse Services" activity and ensures the Waiver of Program Rules field= Yes, on the Customer Activity Detail page in CalSAWS.  The activity's Planned Start Date and Planned End Date will be based on the dates provided on the SCD 1555,
• If the DA exemption is granted retroactively, creates a Task request to inform the EW.  The EW will manually enter the retroactive DA time limit exemption in CalSAWS and run EDBC online or overnight batch to authorize the case.

To apply the TOA “Extender” for Timed-Out Individuals...

• Adds Good Cause status in the WTW Status Detail page and selects Status Reason, Domestic Violence from the drop-down menu.
• Adds the DV activity “43 DOMESTIC ABUSE SERVICES-EXTENDER” and ensures the Waiver of Program Rules field = Yes, on the Customer Activity Detail page.  The Planned Start Date and Planned End Date will be based on the dates on the SCD 1555.
• Creates a Task request to inform the EW that the entries have been entered in CalSAWS and for the  EW to manually enter the DA time limit extension in CalSAWS.

Reminder: Do not add the activity “43 Domestic Abuse Services” for timed-out individuals.

B. The Engagement Unit:

• Follows up on the SCD 1554 for clients who do not have an assigned AEC/EC and who have not attended an orientation and determines if they attended the orientation.
• Returns the SCD 1554 to the SW/DV Advocate if the client does not make it to the orientation within 30 days from the date of the SCD 1554.

C. The Assessment Counselor (AC):

• Conducts the individualized vocational case assessment, if needed.
• If needed, develops or revises the WTW plan with input from the CalWORKs SW/DV Advocate and the client. The SCD 1555 is provided by the SW/DV Advocate to assist in the WTW plan development.

D. The AEC/EC:

• Sets up necessary supportive services.
• The SCD 1554 and SCD 1555 will have the information needed to complete a WTW 2 and set up supportive services to support attendance in the DA services/activities.
• The SW/DV Advocate who completed the SCD 1554 may be contacted if additional information is needed to set up supportive services.
• Reviews the client’s situation for other possible exemptions or Good Cause if the DA exemption/waiver is denied by the CalWORKs SW/DV Advocate.
• If no other exemption (besides DA) applies, the client is a mandatory registrant. Contact the SW/DV Advocate when any additional information is needed to clarify the client’s situation.
• Keeps the CWES case for as long as the client remains exempt from work requirements due to DA related issues.
• Contacts the CalWORKs SW/DV Advocate to discuss the client’s situation when a client who is exempt from work requirements due to DA does not attend the assessment appointment, or meets any other CWES requirements.

Note: The DA TOA exemption is not shortened or removed when the client fails to attend the orientation/assessment appointment. The referring SW/DV Advocate will continue to work with the client to help remove the barriers to employment and self-sufficiency.

• Verifies attendance in the DA related activities, in order to pay supportive services needed to attend the DA related services/activities.

Note: The Attendance Verification (SCD 1755A) in conjunction with the CalWORKs Referral Results (SCD 29) or other acceptable documentation may be used to verify attendance in any DA related services/activities.

Note: When the client chooses to incorporate other DV services into the Family Services (FS) Plan, the SCD 29 is forwarded to the FS AEC/EC Specialist. Refer to Family Services (FS) Program for additional information.

When a client is only participating in the DA services/activities and CalSAWS indicates the client is under a DA exemption, the CWES case MUST remain with the AEC/EC. Do not send DA exempt cases to closed files.