PD 23-29: On-Site Dress For Success Pilot Program

Date: 12/1/2023 (Revised 7/29/2024)
To: CalWORKs Employment Services (CWES) Staff
From: Michelle Rojas, SSA BPIS and Diane Tran, SSA BPIS
Reference: N/A

Background

Dress for Success San Jose (DFS) is a non-profit organization that provides professional female attire to CalWORKs Employment Services (CWES) participants. Services are by referral and appointment only and are provided at the organization’s location.

Change

Using the CalWORKs 2.0 approach, “Goal-achievement oriented and driven by tools to support unique family needs,” DFS San Jose expanded their program by providing on-site services at the CWES Central San Jose Office Employment Connection Center (ECC) as a pilot program to include scheduled appointments and drop-in visits, based on availability. During the pilot period, referrals for on-site services will be completed by the Employment Counselor (EC).

Eligibility for DFS services has been expanded to include all active WTW participants.

The Client Information Sheet (SCD 2378) and Professional Attire Referral Form (SCD 2379) have been revised.

The Professional Attire Referral Form (SCD 2379) must be completed electronically, as a handwritten form will not be accepted.

The referring EC is to update the DEBS Referral Application with the referral outcome.

Pilot Program

The procedures are as follows:

  • On-site services will be provided in the Messina room (Central San Jose Office) each Wednesday, between 10:00 AM – 3:00 PM, beginning on December 6, 2023.  There is a Dress for Success sign in front of the Messina room.
    • The first scheduled/walk-in appointment will be at 10:30 AM.
    • The last scheduled/walk-in appointment will be no later than 1:30 PM.
  • The referral for a scheduled appointment must be completed and sent by 5:00 PM, the Friday prior to the Wednesday on-site appointment.
  • DFS will contact the client to schedule an appointment.
  • A client who missed their scheduled appointment may reschedule up to three times by calling DFS at (408) 935-8299.
  • Walk-in visits are available based on availability.  A referral is needed for the client and should be made prior to the walk-in visit.  
  • Drop-in clients may have to wait to be served due to other clients’ scheduled appointments.
  • DFS will schedule a return appointment for clients when the sizes are not readily available on-site.
  • At the first suiting session, the client will receive an orientation and sign the required forms.
  • After services have been provided, the client will be asked to complete a satisfaction survey.
  • Due to the availability of sizes, colors, and styles, a complete professional outfit is not guaranteed.
     

Note: For clients who request an appointment at the DFS location in Milpitas, the EC is to follow the existing procedures described in the Dress For Success San Jose chapter of the CWES Handbook.

Referral Process

The following table describes the on-site pilot program referral process:

 Steps  Who  Action
 1. Client Expresses interest or needs professional attire.
 2. Referring EC

Reviews the Client Information Sheet (SCD 2378) with the client.

 

Completes the Professional Attire Referral Form (SCD 2379) with the client.  The SCD 2379 is to be filled out electronically; A handwritten form will not be accepted.

Note: The Special Comments field is used to address issues such as tattoos to cover, preference for pants or skirts, artificial limbs, scars, etc.

 

If it is for a... Then...
walk-in visit

Reminder: A referral is needed for each client and should be made before the drop-in visit.

Escorts the client to the Messina room during DFS’ on-site business hours.
scheduled appointment

Informs the client that the DFS representative will contact them to schedule an appointment for the designated program hours.


Advises the client that when they get to the ECC lobby (Door #10), call the Messina room at (408) 758-4002 to notify DFS that they have arrived.

Note: If the client uses the lobby phone, then only dial extension 4002.

 

Creates a referral in the DEBS Referral Application.

  • Accesses the DEBS Referral Application through the web address: DEBS Refer (sccgov.org) or Social Services Agency's intranet under Applications > SSA Applications > DEBS > DEBS Referral icon. 
    • Clicks the [+ Add A Referral] button to create a new referral.
    • Enters the client’s information or case number and clicks the [Search] button.
    • Clicks the [Select] button on the client you are referring. The DEBS Referral Application will automatically populate most of the client’s information.
    • Verifies the CLIENT INFORMATION section is auto-populated correctly on the right-hand side (updates manually if needed).
      • Adds the client’s phone number.
    • Selects from the drop-down menus under the PROGRAM INFORMATION section:
      • Program = "WTW"
      • Referral Type = "Employment Services"
      • Provider Name = "Dress for Success". 

    • Note: The Received Consent and Date Required Follow Up fields, and the AGENCY INFORMATION section are also pre-populated.

    • Enters Referral Comments with any relevant information and indicates whether it is a client walk-in visit or appointment request at the on-site location.
    • Uploads and attaches the completed Professional Attire Referral Form (SCD 2379) by clicking the [Select files…] button under the ATTACHMENT(S) section.
    • Verifies the External Referral radio button is selected. This will ensure a secured email will be sent.
    • Clicks the [Generate PDF] button. The Referral Slip with the information contained from the DEBS Referral Application will generate at the bottom of the screen.
      • Opens the Referral Slip PDF file to ensure it has the correct information.
    • Clicks the [Email Referral] button to generate an email template with the Referral Slip and SCD 2379 as attachments.
      • Previews the SCD 2379 attachment to ensure it has the correct information.
    • Clicks the [Send Email Now] button.
    • Clicks the [Continue] button.

    • Note:  For a sample, refer to the DEBS Referral Application User Guide or Program’s intranet under Resources > Reference Materials > Systems Reference Material > Referral Application> DEBS Referral App.

 

Forwards a copy of the Professional Attire Referral Form (SCD 2379) to Imaging.


Enters a Journal Entry in CalSAWS.
 3. DFS  Representative

Receives the referral from the referring EC.
 

If it s for a(n)... Then...
walk-in visit

Greets the client arriving at the Messina room during the designated program hours to provide suiting services.

 

Schedules a return appointment during the drop-in visit if the client needs to return for the correct attire size.
appointment

Contacts the client, schedules an appointment for designated program hours and provides check-in instructions.

 

Escorts the client to the Messina room when a call is received upon the client’s arrival. 

 

Provides services when the client arrives at their appointment.

 

Completes the “DFS USE ONLY – Referral Outcome” section at the bottom of the SCD 2379 and sends it to the referring EC to notify them of the referral outcome.
 4. Referring EC

Receives the Professional Attire Referral Form (SCD 2379) outcome from the DFS representative.

Updates the referral outcome in the DEBS Referral Application.

  • Accesses the DEBS Referral Application.
  • From the home page, either clicks the [Feedback] button next to the appropriate referral, or
  • Clicks “Feedback” from the left panel and:
    • Searches for the case number.
    • Clicks the [Feedback] button next to the appropriate referral.
  • Scrolls down to the OUTCOME section and selects one of the following:
 Referral Outcome field  Date Completed field
 Invalid Referral

 Enters the date of discovery if:

  • It is a worker error (e.g. wrong client, wrong vendor/provider selected, etc.), or

  • The client is ineligible due to they are not:

    • participating in WTW, or

    • receiving cash aid.

Note: Upon receipt of the completed SCD 2379 from DFS, use the date provided under the “DFS USE ONLY – Referral Outcome” section and:
 Completed Enters the “Completed” date the client received services as indicated.
 Unable to contact Enters the "Unable to contact" date indicated.
 Not Interested Enters the “Not interested” date the client declined services or withdrew as indicated.
 No Show Enters the "No Show" date indicated.

 

  • Enters Referral Outcome Comments with any relevant information.
  • Enters the referring EC’s name in the Actual Follow-Up User field. 
  • Clicks the [Save Follow-Up] button.

Note:  For a sample, refer to the DEBS Referral Application User Guide or Program’s intranet under Resources > Reference Materials > Systems Reference Material > Referral Application> DEBS Referral App.

 

Enters a Journal Entry in CalSAWS.

 

Implementation

 The information provided in this Program Directive is effective December 6, 2023.