Georgia Department of Human Services. Service Provision Guidelines

Transcription

1 No DHS services are to be delivered without a fully executed contract in place. A fully executed contract is defined as a contract that has been signed and dated by the DHS Commissioner and the Contractor. Georgia Department of Human Services Division of Strategic Planning and Execution Refugee Resettlement Program Service Provision Guidelines Effective Dates Refugee School Impact Grant (RSIG): September 15, 2013 Social Services Grant (SSG) & Targeted Assistance Grant (TAG): September 30, 2013 Cuban-Haitian Program (CHP): October 30, 2013 Services to Elderly Refugees (SOR): January 1, 2014 Page 1 of 55

2 No DHS services are to be delivered without a fully executed contract in place. A fully executed contract is defined as a contract that has been signed and dated by the DHS Commissioner and the Contractor. Table of Contents All Services.3 Agencies Providing Refugee Services (Chart). 8 Service Code Table (Chart) Billing and Funding Source Requirements 9 English Language Instruction Employability Services Immigration Services Information and Referral Refugee Youth Programs Social Adjustment Domestic Violence Prevention Refugee School Impact Grant. 36 Cuban-Haitian Program...43 Services to Older Refugees. 46 Database Line Item Transfer Request/Line Delete Form Instructions Database Line Item Transfer Request/Line Delete Form Database Line Item Transfer Request/Line Delete Form Example Request for English Language Class at Alternate Site Instructions Request for English Language Class at Alternate Site Form RSIG Budget Adjustment Request Instructions,...54 RSIG Budget Adjustment Request Form, 55 Page 2 of 55

3 No DHS services are to be delivered without a fully executed contract in place. A fully executed contract is defined as a contract that has been signed and dated by the DHS Commissioner and the Contractor. All Services Performance Expectations/Outcomes: 100% Compliance with all elements (1-24) For the purpose of this Contract, the term refugee includes individuals admitted as a refugee under section 207 of the Immigration and Nationality Act granted asylum under section 208 of the Act; paroled as a refugee or asylee under section 212(d)(5) of the Act; Cuban and Haitian Entrants; Iraqi and Afghani Special Immigrants (SIVs); certain Amerasians from Vietnam who are admitted as immigrants pursuant to Section 584 of the Foreign Operation export financing and related programs appropriation Act of 1988 are also eligible to receive ORR assistance and services; and Victims of Human Trafficking certified by the Office of Refugee Resettlement (ORR). It is the purpose of this program to assist and provide services that will aid in the effective resettlement of refugees and to assist them to achieve economic self-sufficiency as quickly as possible. With diminishing federal resources to the States coupled with a diversifying refugee arrival population requires that local resettlement and other refugee service programs reexamine social service delivery and programs designed to mainstream refugees into existing local, state and federal social service programs. Building on prior efforts, these contract deliverables/service provision guidelines represent a continuing effort to streamline refugee service delivery, insure cost-effective programming, and expedite client self-sufficiency. 1. Services will be provided in the following order of priority (except in certain individual extreme cases): Social Services Grant (SSG) a. All newly arriving refugees during their first year in the United States (U.S.) b. Refugees who are receiving cash assistance. c. Unemployed refugees who are not receiving cash assistance. d. Employed refugees in need of services to retain employment or to attain economic independence. Targeted Assistance Grant (TAG) a. Cash assistance recipients, particularly long-term recipients b. Unemployed refugees who are not receiving cash assistance c. Employed refugees in need of services to retain employment or to attain economic independence. Refugee School Impact Grant (RSIG) a. All newly arriving refugee parents with school aged children (5-18) and/or school aged children (5-18) who have been in the U.S. 3 years or less. b. Refugee school aged students and parents in need of additional services in order to aid adjustment into the American School System who have been in the U.S. 3 years or more with prior approval from State Refugee Coordinator or designee. Cuban-Haitian Program (CHP) a. the newly arrived Cuban/Haitian refugee b. Cuban/Haitian refugees without family or voluntary agency support Page 3 of 55

4 No DHS services are to be delivered without a fully executed contract in place. A fully executed contract is defined as a contract that has been signed and dated by the DHS Commissioner and the Contractor. c. the long-term unemployed and unintegrated Cuban/Haitian refugees who are unable to access adequate services through mainstream assistance. Services to Older Refugees (SOR) a. All refugees age 60 and above regardless of length of time in the U.S. b. For naturalization services; special attention should be given to the newly-arrived older refugee and/or those who have lost, or are at risk of losing Supplemental Security Income and/or other Federal benefits. 2. The contractor will inform refugees of their rights and responsibilities as well as nondiscrimination policies. Additionally, the contractor will document case records to ensure compliance. 3. Refugee women must have the same opportunities as men to participate in all services provided with these funds. Services must be provided to the maximum extent feasible in a manner that includes the use of bilingual/bicultural women on service agency staffs to ensure adequate service access by refugee women. The Office of Refugee Resettlement (ORR) strongly encourages the inclusion of refugee women in management and board positions in agencies that serve refugees. 4. Services must be provided in ways that are culturally and linguistically appropriate to the refugees being served. Service providers will be required to develop and implement a comprehensive written policy for assuring that the language needs of Limited English Proficient (LEP) refugees are met, so they will have meaningful access to services. 5. The contractor is required to communicate and share all information obtained in relation to this project with the Department and take into account the reception and placement services provided by local resettlement agencies and other services provided by the Department. The sharing of information between DHS Refugee Resettlement Program contracted providers is required. This service element helps to ensure the provision of seamless, coordinated services to refugees that are not duplicative. 6. All clients must be asked if they are presently receiving or have received services in the past from another DHS refugee contractor. The case record must be clearly documented with the client s response. 7. Services shall encourage self-reliance to the point where the individual and/or family can successfully handle similar situations independently. When a client receives the same service (such as the same medical service) for a third time, the case record must document the necessity for repeat services. 8. Service(s) will coordinate with other resettlement, refugee, and community education agencies without duplication. 9. All clients must be informed about and assisted, if needed, to complete change of address forms with the USCIS within 10 days of moving to new address. Page 4 of 55

5 No DHS services are to be delivered without a fully executed contract in place. A fully executed contract is defined as a contract that has been signed and dated by the DHS Commissioner and the Contractor. 10. The contractor will maintain a separate case record for every person/family served. It will include documentation of, but not be limited to, the following: a. Immigration status (refugee, Cuban/Haitian entrant, asylee, Vietnamese Amerasian, Iraqi and Afghani Special Immigrant Visa (SIV) or victim of human trafficking) b. Alien registration number c. Social security number If no social security card: 1. The case record must be documented noting arrival date of client and date that social security card application was made. 2. After 90 days the agency director must notify the State Refugee Coordinator as to the circumstances and actions taken by the agency to resolve any barriers that have prevented the issuance of the social security card. d. The Secure & Verifiable Document O.C.G.A (Completed in full and notarized) PENDING to be implemented upon notification from DHS with effective dates. e. Nationality/country of origin f. Date of birth g. Date of entry h. County of residence i. Gender. j. A legible photocopy (front and back) of the I-94, I-551 (Lawful Permanent Resident) card, asylum approval verification, victim of human trafficking letter and social security card is required for each person served when appropriate. k. The case record will note each contact with the client and include appropriate date and details of the service or services provided. 11. Case record must stand alone and include documentation of all service elements. If required information is maintained separately from the case record, the case record must clearly document where the information may be found. 12. Case records must be maintained for at least seven (7) years following the last day service was provided. 13. The contractor will be required to maintain and submit the DHS Refugee Resettlement Program developed database (with complete data, all required fields accurately completed) or required reports and paperwork for CHP, SOR and RSIG contractors that will include, but not be limited to the following: Monthly Invoice, Programmatic and Performance Expectations/Outcomes Reports Due by the 10 th calendar day of the following month with the exception of September. September s invoice must be submitted on or before the 25 th of the month to allow for final processing of the invoice for the end of the contract year. (Except for RSIG, SOR and CHP Grants) Contractors must be prepared to close out services for whatever time is needed to comply. Invoices (except for September) will not be processed until programmatic Page 5 of 55

6 No DHS services are to be delivered without a fully executed contract in place. A fully executed contract is defined as a contract that has been signed and dated by the DHS Commissioner and the Contractor. reports (narrative) and performance expectations/outcomes reports are submitted. In the event that the automated report function(s) of the DHS Refugee Resettlement Program database fail to work or malfunction; the contractor will complete the report(s) manually. Information submitted to DHS is verification that the contents are correct and approved by the Agency Director or approved designee. Trimester Programmatic Narrative Reports (SSG & TAG) Due February 10, June 10 and October 10. Quarterly Reports (CHP, RSIG & SOR) Due within 15 calendar days of the end of the quarter. (CHP & RSIG) Due within 10 calendar days of the end of the quarter. (SOR) Semi-annual Reports (RSIG & SOR) Due by the 10 th calendar day after the end of the period. Semi-Annual Reports (CHP) Due by 15 th calendar day after the end of the period Final Project Report (CHP, SOR & RSIG) Due by 20 th calendar day after the close of the project period (CHP & SOR) Due by the 35 th calendar day after the close of the project period (RSIG) Final Project Reports are due every 2 years for RSIG Program and every 3 years for CHP and SOR Programs. 14. The date in the database must always be the date of service, not the date of data entry. (Exception CHP, SOR and RSIG contractors) The date of service must not change. 15. The date of entry must always be the date of entry to U.S. (not date of entry in Georgia) and the date of the asylum granted for the asylee and other beneficiaries. 16. The Performance Expectations/Outcomes Automated Reports require that all fields be completed in the DHS Refugee Resettlement Program database for each client and household member. (Exception: CHP, SOR and RSIG contractors) Unless specifically noted, all other Performance Expectations/Outcomes Reports must be completed manually in accordance with the Contract Monitoring/Review Standards and Guidelines. 17. The Pandemic Plan and Inclement Weather Plan must be updated and provided to DHS within 60 days of contract execution. Staff must be provided training on these plans. Page 6 of 55

7 No DHS services are to be delivered without a fully executed contract in place. A fully executed contract is defined as a contract that has been signed and dated by the DHS Commissioner and the Contractor. 18. When providing services, the contractor may incorporate the use of subcontractors to ensure comprehensive provision of the service(s). The contractor must submit a proposal to the State Refugee Coordinator that will disclose all subcontractors, including organization name and address, telephone number, contact person, and a complete description of work to be subcontracted. In addition, the proposal must include a detailed description of the organizational capacity and structure of the subcontractor. Any subcontract must have the PRIOR approval of the State Refugee Coordinator before services are provided by the subcontractor. 19. The contractor must provide or refer for participation in any or all service(s) translation and interpretation; transportation; childcare and/or follow-up with DFCS. 20. If the contractor does not have a contract with DHS Refugee Resettlement Program to provide a specific service, wherever possible the agency must refer client to an agency with a DHS Refugee Resettlement Program contract for that service. 21. All requests for training, technical assistance, database changes, line item transfers or special requests are to be made via written correspondence ( , memo, letter, etc.) to the Business Operations Specialist assigned to the contract. For Database changes and line item transfer request, agencies must use the DATABASE Line Item Transfer Request/Line Item Delete Form (copy of form and instructions pages 50-52). For Budget Amendment requests for RSIG Contractors, agencies must use the form on pages Budget Amendment Requests should be for the following month that you submit it (i.e., if you submit an amendment request June 8, 2010; if approved, the changes will be effective for the invoice that is submitted in July.) No more than 3 budget amendment requests will be allowed per contract year. 22. Contractors are required to have at least one representative attend DHS Refugee Programs Unit sponsored meetings, training events, etc. 23. Contractors must provide training relevant to the provision of service contracted with DHS Refugee Programs Unit to their staff at least semi-annually. 24. Agency agrees to use the following chart (page 8) to identify agencies and services offered for referral when appropriate: Page 7 of 55

8 No DHS services are to be delivered without a fully executed contract in place. A fully executed contract is defined as a contract that has been signed and dated by the DHS Commissioner and the Contractor. Agencies Providing Refugee Services AGENCY CODE AGENCY NAME CHP DV ELI ES IS I&R RSIG RYP SA SOR Atlanta Technical College Catholic Charities X X X X X X Center for Pan Asian Community Services X X X X X X Clarkston Community Center X DeKalb County School System X Georgia Piedmont Technical College X International Rescue Committee X X X X Jewish Family & Career Services Lutheran Services of GA X X X Refugee Family Services X X X X X Refugee Resettlement & Immigration Services of X X X X X Atlanta Refugee Women s Network X Somali American Community Center X Tapestri X World Relief X X X X X X Service Code Table CHP Cuban Haitian Program ELI English Language Instruction IS Immigration Services RSIG Refugee School Impact Grant Program SA Social Adjustment DV Domestic Violence ES Employability Service I&R Information & Referral RYP Refugee Youth Program SOR Services to Older Refugees Program Page 8 of 55

9 No DHS services are to be delivered without a fully executed contract in place. A fully executed contract is defined as a contract that has been signed and dated by the DHS Commissioner and the Contractor. Billing and Funding Source Requirements Performance Expectations/Outcomes: 100% Compliance with all elements Refugee services are made possible thru funds made available to states by HHS/ORR. Each fund source in addition to the general or All Services requirements may have more specific criteria. Contractors and agencies must assure that for each case in which refugee services are provided, the case record is documented and, if TAG, labeled as to the source of the funds in which DHS will be billed and that all criteria have been met. DHS must not be billed for any service until all criteria for the service have been met. Contractors and agencies should use the following chart to determine the correct fund source to bill for service: HHS/ORR (DHS Sponsored Services) Social Services Grant (SSG) (Immigration; Employability; Information & Referral; Social Adjustment; and Other Domestic Violence; and Refugee Youth Programs) Requirements All Services specifications required; the following are in addition 1. All newly arrived refugees during first year in the U.S. 2. Refugees who are receiving cash assistance. 3. Unemployed refugees who are not receiving cash assistance. 4. Employed refugees in need of services to retain employment or to attain economic independence. For Employability Services, Social Adjustment, Youth Program, and Domestic Violence: In the U.S. 5 years or less (Exception: If DHS receives a waiver from ORR). Targeted Assistance Grant (TAG) - (Employability; Information & Referral; and Social Adjustment) This fund is only for refugees that reside/live in DeKalb and Fulton counties. For Immigration Services, Information & Referral: All eligible refugees regardless of length of time in the U.S. 1. Cash assistance recipients, particularly long-term recipients. 2. Unemployed refugees who are not receiving cash assistance. 3. Employed refugees in need of services to retain employment or to attain economic independence. For Employability Services, Social Adjustment: In U.S. 5 years or less (Exception: If DHS receives a waiver from ORR). Refugee School Impact Grant (RSIG) All services require proof of Refugee Status. Cuban-Haitian Program (CHP) Services to Older Refugees (SOR) For Information & Referral services: All eligible refugees regardless of length of time in the U.S. 1. All newly arriving refugee parents with school aged children (5-18) and/or school aged children who have been in the U.S. 3 years or less. 2. Refugee school aged students and parents in need of additional services in order to aid adjustment into the American School System who have been in the U.S. 3 years or more with prior approval from State Refugee Coordinator or designee. Cuban and Haitian entrants and refugees Refugees age 60 and above regardless of length of time in the U.S. Page 9 of 55

10 No DHS services are to be delivered without a fully executed contract in place. A fully executed contract is defined as a contract that has been signed and dated by the DHS Commissioner and the Contractor. Allowable/Not Allowable Allowable Services may be provided to individuals who have been in the U.S. up to 5 years or less. (Exception: RSIG (3 years or less). CHP, SOR, Immigration Services and Information & Referral have no time limit. Services are available for: Refugees, Asylees, Cuban and Haitian Entrants, Amerasians, Iraqi and Afghani SIV s, and Certified Victims of Human Trafficking. Victim of Human Trafficking Certification Letter from the Department of Health and Human Services, Office of Refugee Resettlement. Asylum Approval Letter from USCIS Asylum Officer. Federal funding is available for a State s expenditures for assistance and services to a family unit which includes a refugee parent or two refugee parents and one or more of their children who are non-refugees, including children who are United States citizens. (CFR a) Criminal records history investigation must be completed on those employees who will have direct contact/provide treatment/custodial responsibility to clients for services rendered under this contract (Contract Paragraph 137.a). If agency does not have a contract with Refugee Resettlement Program to provide a specific service, the agency must either refer client to an agency that has contract with Refugee Resettlement Program for that service or arrange to subcontract with that agency. Date of entry should always be the date of arrival on I- 94 or date asylum was granted or certification date of Victim of Human Trafficking. Files can be developed and maintained per client/family not necessary to create separate file per service. Voluntary agencies may populate the Refugee Services Tracking Database with data from WRAPS. Not Allowable Services may not be provided to individuals who have become naturalized citizens. Services cannot be billed for asylum seekers asylum must be granted. Services cannot be billed for applicants for victims of human trafficking must be certified. Recommendation for Approval of Asylum letter is not an acceptable document. Federal funding is not available for a State s expenditures for assistance and services provided to a non-refugee adult member of a family unit or to a nonrefugee child or children in a family unit if one parent in the family unit is a nonrefugee. (CFR b). Agency may not deny, without referral, client service because contract with DHS Refugee Resettlement Program does not include service needed by client. Date of entry should not be date of entry into Georgia. Page 10 of 55

11 No DHS services are to be delivered without a fully executed contract in place. A fully executed contract is defined as a contract that has been signed and dated by the DHS Commissioner and the Contractor. English Language Instruction This service must teach English to a level that will permit effective communication through listening, speaking, reading and writing -- with emphasis on obtaining self-sufficiency. Special attention must be given to the language needs of newly arrived, pre-literate, women and elderly refugees. This service may be provided to individuals who have been in the U.S. up to 5 years. Service Elements English Language Evaluation and Assessment: Includes testing and assessment of verbal, written and comprehension testing as it relates to English as a second language. Instruction Plan Development: To ensure proper placement of individuals in classes that will best meet their needs to accomplish verbal, written and comprehension skills in the English language. Instruction: Curriculum design and instruction must accommodate the needs of the client (refugee) to ensure continued and comprehensive instruction until the client (refugee) is able to communicate effectively in English or five (5) year from date of entry. Curriculum criteria should include lesson plans for pre-literates, beginners, intermediate English, and advanced English users. Classes shall be provided, as often as possible, so that refugees who are employed may participate; this may include classes in the evenings for those who work during the day and weekends. Service Administration: The contractor will maintain an attendance record for each student, documenting the daily hours attended, monthly notes documenting progress of English proficiency; and recommendation for alternative instruction, advancement and/or conclusion of instruction. Whenever necessary, for refugee students referred by county DFCS offices, information regarding the student(s) will be provided through monthly programmatic and statistical reports (using the appropriate DFCS forms) forwarded each month to the appropriate county DFCS office. Child-Care: Whenever necessary, either directly or through referral, for participation in any or all ELI Transportation: Whenever necessary, through referral, for participation in any or all ELI. ELI classes may be provided off-site of the Technical Colleges. The Technical Colleges will determine the feasibility of the site, number of students per class, hours of attendance, etc. Requesting contractors must use the outlined procedures pages for requesting a class to be provided off-site. Client Registration: The colleges are prepared to accept clients for registration every day except for 12 legal holidays and the College is closed on Fridays. If a client needing mandatory ELI in order to receive cash assistance through DFCS comes to register, and the client has form 162 when they arrive, the Technical Colleges will complete the form and sign it. Otherwise, the client will be registered like any other client without form 162. Clients requiring proof of attendance will be handled as follows: 1. Georgia Piedmont Technical College provides a data base on these clients which is automatically sent to the Multi-County DFCS supervisor monthly. Georgia Piedmont Technical College will share this with other contractors upon request. Page 11 of 55

12 No DHS services are to be delivered without a fully executed contract in place. A fully executed contract is defined as a contract that has been signed and dated by the DHS Commissioner and the Contractor. 2. Atlanta Technical College will fill in the attendance dates and sign the monthly forms brought in by clients. The Technical Colleges are prepared to provide whatever hours are needed for TANF clients in order to keep these clients eligible for cash assistance through DFCS or a mandated service by Child Welfare. All other cash assistance clients will have their need met through existing classes. In the best interest of the clients we serve, if a contracted agency knows in advance that a number of new clients will need to register for ELI services, it is requested that they contact the Technical Colleges in advance, set a date and time for registration and ensure to the best of their ability that the clients arrive at the date and time arranged for them. Otherwise, the client will be registered like any other client and will not receive the special treatment the colleges are willing to provide to other contractors. Contract agencies should make sure that clients are aware of registration dates, times, sites and contact person at the different sites offering this service. Clients will not be registered for classes if they do not have required personal information such as: What agency they are working with if any If they are receiving any cash assistance Their name Address Contact number Transportation/Childcare needs I 94, or other appropriate validation of legal residency SS# if available Date of birth It is incumbent on the contractors to send clients with the information listed above. If the client needing ELI services is unable to provide this information, they will have to return at another time in order to be registered. Any emergency or problems should be directed to the Program Director or their designee. Monthly Reporting Submit by the 10 th calendar day of the month following the month in which services were provided (exception September) Invoice Data Base Performance Outcome/Expectations Report(s) with an analysis which includes progress, toward meeting the goals; explanation of any circumstance that prevents progress toward meeting goal and corrective action plan (if not on track to meet goals; numbers served for the month and cumulative numbers and where they exceed or fall short of goals; etc. The Performance based data must be entered monthly. Page 12 of 55

13 No DHS services are to be delivered without a fully executed contract in place. A fully executed contract is defined as a contract that has been signed and dated by the DHS Commissioner and the Contractor. Trimester Reporting Submit by the 10 th calendar day of the month following the end of the trimester. Months due are February, June, and October. Please include the following: Frequency, type, results (e.g. advance to next level, etc.) and pros/cons of testing used. Successful and non-successful teaching strategies for multi-level classes. Strategies used with pre-literate students, and types of results. Successes or obstacles to service provision (activities undertaken during the trimester; milestones achieved, actions taken to overcome obstacles, etc.) Identify areas of technical assistance needed Summary of the Monthly Narrative Reports Performance Outcome/Expectations Report(s) with an analysis which includes progress, or lack thereof, toward meeting the goals; explanation of any circumstance that prevents progress toward meeting goal and corrective action plan to address; numbers served for the trimester and cumulative numbers and where they exceed or fall short of goals; etc. Unit Rate & Payment Unit Rate Code Payment ELI- Technical Colleges All levels of ELI $ Per Student Instructional Hour Allowable/Not Allowable Allowable Classes ranging from pre-literate to advanced, with specializations may be billed. TOEFL classes may be billed. Not Allowable Performance Expectations/Outcomes (report is automated assure all information is included in DHS data base for an accurate report): % compliance with all elements of the All Services and Billing and Funding Source sections. 2. After determining the total number of participants, the contractor will be expected to maintain a 55% Attendance Rate of refugees. 3. After determining the total number of attendees that complete the curriculum/lesson plan for the level, the contractor will be expected to have achieved the following: 60% of the participants will have completed and demonstrated competencies for the level of ELI enrolled. 4. The contractor will maintain and report by level the total number of participants that complete the level but fail to demonstrate competencies; fail to complete due to employment; and fail to complete reason unknown. Page 13 of 55

14 No DHS services are to be delivered without a fully executed contract in place. A fully executed contract is defined as a contract that has been signed and dated by the DHS Commissioner and the Contractor. Employability Services Employability Services must provide all the necessary support and preparation to ensure employment. Successful employment is defined as unsubsidized work at more than the minimum wage and preferably with access to group medical insurance. Social Service Grant (SSG) and Targeted Assistance Grant (TAG) funds may not be used for long-term training programs such as vocational training that lasts for more than a year or educational programs that are not intended to lead to employment within a year. This service may be provided to individuals who have been in the U.S. up to 5 years. Employability Services must tie early employment to planned employment upgrade to allow economic self-sufficiency. If an individual is in need of skills or professional refresher training and other recertification services in order to qualify to practice his or her profession in the United States, the training may consist of fulltime attendance in a college or professional training program, provided that such training is approved as part of the individuals employability plan by the State Refugee Coordinator or designee; does not exceed one year duration (including any time enrolled in such program in the United States prior to the refugees application for assistance); is specifically intended to assist the professional in becoming relicensed in his or her profession and if completed can realistically be expected to result in such relicensing and/or certification. Refugee TANF Recipients and Employability Services (RTRES): To enable self-sufficiency and self-reliance for refugees with the most significant barriers to employment, RTRES will provide intensive Employability Services to refugees receiving TANF benefits. RTRES will work in close coordination with the local DFCS office to provide needed elements for this population ELI hours per week); VESL specialized language instruction for 8 hours weekly; computer lab basic instruction and literacy component 8 hours weekly; job readiness skill 4 hours weekly; mock worksite 4 hours weekly; job placement activities and interviews; regular attendance reporting to DFCS office (at least every two weeks); MARTA card distribution and form completion; and troubleshooting on case management with TANF case workers. Service Elements Family Self-Sufficiency Plan (FSSP): An overall assessment of the family needs for the purpose of enabling the family to become self supporting through the employment of one or more family members. The Family Self-Sufficiency plan will assess each member s ability to support each other to accommodate childcare, transportation, training, etc. The FSSP must include an in-depth face-to-face interview and review of the following elements for each person in the family unit (as applicable): family size; name(s) and number of employable people in the household; name(s) and number of employed people in the family unit and earnings; adult to child ratio in the family unit; childcare needs; previous work experience (both in country of origin and U.S.); education level; English language skill level; literacy in native language; other languages spoken; health/disability status (including substance abuse, mental and physical health); age; gender constraints; domestic violence issues; children with discipline problems/school concerns; transportation issues; unusual issues and barriers; aptitude and skills testing; determination of economic and/or social benefits (TANF, Match Grant, Page 14 of 55

15 No DHS services are to be delivered without a fully executed contract in place. A fully executed contract is defined as a contract that has been signed and dated by the DHS Commissioner and the Contractor. etc.); evaluation of applicable documents (degrees, certificates, etc.); and review/verification of all pertinent information. The DHS Refugee Program defines a family unit as one of the following: an individual adult with or without children Married individuals with or without children Parents with adult children Custodial relatives with minor children who may or may not be eligible for TANF, who are a part of the same household (family) unit. When two adults reside together and have a child(ren) in common, the adults and their child(ren) are considered one family unit. When two or more adults reside together, are not married, and there is no child(ren) in common, then each adult and his/her child(ren) is considered a separate family unit. When two adults are married to one another and are residing in the same household, they are considered a family unit responsible for his/her/their child(ren), even if they do not have a child in common. Only one FSSP will be completed per family unit per twelve month period. The sharing of the FSSP within and between DHS contracting agencies is required. DHS will make available to contractors a monthly list of all clients where the FSSP has been billed to DHS. The list will contain the client s name, alien registration number, address, date FSSP billed to DHS; and name of contractor that completed the FSSP. The list will be drawn from the database submitted by the contractors to DHS monthly. Therefore, the information that will be provided will only reflect the information reported from the last billing/report period. (Household and family unit can be used interchangeably). When using the DHS developed FSSP that is available on the DHS Database; contractors must complete all information items and pull all related screens. When other family self sufficiency plans are used outside of the DHS developed FSSP; contractors must assure that all information is gathered; the needs of all persons living in the household are considered and this information is clearly identified as a FSSP. Updates to the FSSP should be made when significant changes occur. Individual Employability Plan and Management (IEP): An individualized written plan for a refugee registered for employability services that includes determination of needed services, referral and/or accommodation of such services, and tracking of participation and progress. Only one IEP will be completed per individual per twelve month period. The employability plan must take into consideration information gathered from the FSSP; be designed to lead to the earliest possible employment; not be structured in such a way as to discourage or delay employment or job-seeking; contain a definite employment goal consistent with the employability of the refugee in relation to job openings in the area; and allow for future employment development. The provision of refugee employability services will be coordinated with employment training programs including those funded by the Workforce Investment Act of Employment Preparation: Pre-employment services to assist the refugee with their job search and exploration of job/career options. Services provided to clients must be Page 15 of 55

16 No DHS services are to be delivered without a fully executed contract in place. A fully executed contract is defined as a contract that has been signed and dated by the DHS Commissioner and the Contractor. determined based on the FSSP and Employability Plan and must be individualized according to client need. Allowable services include: Interviewing skills preparation; job counseling; job orientation; job search (application help, follow up with employers); job workshop; resume preparation; U.S. Employment Orientation; English Language Instruction (focus on obtaining and/or maintaining a job); employment related computer training; Drivers Test Training for a refugee with previous driving experience (test workshop, driver s orientation and enrollment into specialized services); Assistance with employer requirements (drug screening, orientation, transportation, interpretation, new hire paperwork including benefits explanation). In addition On-the Job Training either directly or through referral, provided at the employment site that is expected to result in full-time, unsubsidized employment at that site is allowable. Level 1 Employment Preparation is to be billed on a one time basis and includes all necessary services listed above (as determined by Individual Employability Plan) to assist the refugee with obtaining their first employment placement. Level 2 Employment Preparation services are designed to assist the refugee with obtaining another employment placement due to loss of job or to find a better employment placement. Job Placement: Client is employed in an unsubsidized full time position (part time work must be approved by your contract Business Operations Specialist in order to bill) at more than the minimum wage and preferably with access to group medical insurance. Job Retention: Obtain verification of employment 90 days after start date. If the client is working at the 90 day follow up (gaps and/or changes in Employment during the 90 days are allowable) a one year follow-up must be done. If the client is not working at the 90 day follow-up, the process of following the client for this placement ends, with no one year follow-up. Employability Workshops: Allowable services include: Financial aid counseling; Orientation to area educational institutions; Education related application counseling; GED Test Preparation; TOEFL (test of English as a foreign language) exam preparation; Academic Admission Test Preparation (SAT, GRE, LSAT, etc.); and Goal planning. Workshops are designed to be delivered effectively and efficiently in group settings, where participants are able not only to learn from skilled presenters, but also to learn from questions asked by fellow participants, and through discussions with fellow participants. Workshops must be at least 90 minutes and delivered to groups of 15 or more people. When possible, each workshop will be delivered in a single language to a group of participants of the same ethnicity or language group who have registered in advance. Specialized Employment Preparation: As necessary, either directly or through referral. Allowable services are: Driver s Training for a refugee with no previous driving experience (provided by licensed, certified provider); and Academic Credential Evaluation. Service Administration Employability Services must include each contact with the client and document (with the date, name and address of the employer) each job referral and job placement. Job placements will also note the type of job, wage, and benefits. Follow-up contacts at the work place after 90-days and 365 days after placement must also be recorded. If a referral Page 16 of 55

17 No DHS services are to be delivered without a fully executed contract in place. A fully executed contract is defined as a contract that has been signed and dated by the DHS Commissioner and the Contractor. does not result in placement, the reason must be recorded. The contractor will maintain the following information to document services provided: (1) A list of clients receiving cash assistance including name, social security number, Alien number, county of residence, date referred by DFCS, and disposition; (2) A list of employers contacted, including name and address, dates contacted and information obtained; (3) A list of job referrals, including the name of the client, name of the employer, date of referral, and result; (4) A list of job placements, including the name of the client, name of the employer, and date of employment. Whenever necessary, when employability services are provided to refugees referred by DFCS county offices, information regarding these clients will be exchanged with the county departments using the appropriate DFCS forms. Job placements/terminations must be reported within 10 calendar days to local DFCS office and copies of monthly statistical and trimester programmatic reports will be forwarded to the State office. Employable refugees are required to register for employability services as a condition of receiving RCA; they must, within 30 days of receipt of aid, participate in employment services. Certificate of completion of driver s training sessions must be maintained in the case file. Copies of academic credentials and of evaluations must be maintained in case file. Monthly Reporting Submit by the 10 th calendar day of the month following the month in which services were provided. (Exception: September) Invoice Data Base Monthly Narrative (report to include information pertaining to the first four bullets under Trimester Reporting List of invited participants and actual attendees of Employability Workshops. The Performance based data must be entered monthly. Trimester Reporting Submit by the 10 th calendar day of the month following the end of the trimester. Months due are February, June, and October. Please include the following: Patterns of types of jobs, job placement, hourly wages, benefits, noticeable increases or decreases in any area, etc. Employers who have been hiring high numbers refugees Successes or obstacles to service provision (activities undertaken during the trimester; milestones achieved, actions taken to overcome obstacles, etc.) Identify areas of technical assistance needed Summary of the Monthly Narrative Reports Performance Outcomes/Expectations Report with an analysis which includes progress, or lack thereof, toward meeting the goals; explanation of any circumstance that prevents progress toward meeting goal and corrective action plan to address; numbers served for the trimester and cumulative numbers and where they exceed or fall short of goals; etc. Page 17 of 55

18 No DHS services are to be delivered without a fully executed contract in place. A fully executed contract is defined as a contract that has been signed and dated by the DHS Commissioner and the Contractor. Unit Rate & Payment Employability Services Unit Rate Code Payment Family Self Sufficiency Plan $ One Time Individual Employability Plan and Management $ One Time Employment Preparation Level 1 $ One Time Employment Preparation Level 2 $ Per Occurrence Job Placement $ Per Occurrence 90 day Follow Up (Job Retention) $ Per Occurrence I Year Follow Up (Job Retention) $ Per Occurrence Employability Workshop $ Per Workshop Specialized Employment Preparation $ One Time Refugee TANF Recipients and Employability Services Unit Rate Code Payment Vocational Training & Work $ Per hour Allowable/ Not Allowable Employability Services Allowable 31 or more days between jobs and the process of 90 days begins again. Part-time employment can be billed with prior approval by your contract BOS. Not Allowable Job placement without assessing education and/or employment skills, knowledge and experience in US and country of origin. Billing Social Adjustment to provide employment service -- these clients should be referred to an employment program. A second job placement cannot be billed to DHS if there has been less than 31 days between jobs. Performance Expectations/Outcomes Employability Services (report is automated assure all information is included in DHS data base for an accurate report): After determining the total number of participants served, the contractor will be expected to achieve the following: % compliance with all elements of the All Services and Billing and Funding Source sections % of the total number receiving employment preparation services will be placed in a job 3. 75% of the total number placed in a job will have TANF and/or RCA cases are closed due to wages/increased income 4. 70% of the total number placed in a job will remain employed for 90 days 5. 85% of the total number that remained on a job for 90 days will remain employed for 1 year Page 18 of 55

19 No DHS services are to be delivered without a fully executed contract in place. A fully executed contract is defined as a contract that has been signed and dated by the DHS Commissioner and the Contractor % of those who receive Specialized Employment Preparation services will complete the service 7. 80% of the total number provided employability workshops will demonstrate increased knowledge after the post test. Page 19 of 55

20 No DHS services are to be delivered without a fully executed contract in place. A fully executed contract is defined as a contract that has been signed and dated by the DHS Commissioner and the Contractor. Immigration Services This service must focus on helping refugees become self-sufficient and meet all their immigration obligations to ensure continued residence in the US. This service may be provided to individuals who have been in US for 5 years or more. Service Elements Lawful Permanent Resident (LPR) Application Preparation and Orientation: Provide assistance to complete the application for LPR status for client (refugee) and must provide and document orientation relating to LPR rights and responsibilities and eventual US citizenship. Naturalization/Citizenship Application Preparation and Orientation: Provide assistance to complete the application for US citizenship status for client (refugee) including culturally and linguistically appropriate counseling to prepare for the US citizenship process and interview. As necessary, refer client to available ELI and/or Citizenship preparation classes. Information must be clearly documented in case file. Additionally, documentation is required in the case file if the client declined the instruction/class or instruction/class is not needed. Whenever necessary, either directly or through referral, assistance to disabled refugees in obtaining disability waivers from English and civics requirements for naturalization, and the provision of interpreter services for the citizenship interview. Other Immigration Services: Provide assistance with the completion of applications for services such as: Temporary Protection Status for Haitian Parolee, Replacement or renewal of EAD (Employment Authorization Document) and Replacement I-94 card for Client. Service Administration: Includes each contact with the client and will document the orientation or referral for instruction (as applicable), preparation of application, all necessary waiver requests, supporting documents, etc., and outcome. This service should focus on helping refugees become self-sufficient and meet all their immigration obligations to ensure continued residence in the US. Monthly Reporting Submit by the 10 th calendar day of the month following the month in which the service was provided: (Exception: September) Invoice Data Base Monthly Narrative (report to include information pertaining to the first six bullets for citizenship and naturalization under Trimester Reporting The Performance based data must be entered monthly. Page 20 of 55

21 No DHS services are to be delivered without a fully executed contract in place. A fully executed contract is defined as a contract that has been signed and dated by the DHS Commissioner and the Contractor. Trimester Reporting Submit by the 10 th calendar day of the month following the end of the trimester. Months due are February, June, and October. Please include the following: Length of time to process LPR applications Length of time to process Citizenship applications Successes or obstacles in obtaining waivers (activities undertaken during the trimester; milestones achieved, actions taken to overcome obstacles, etc.) Frequency and circumstances necessitating interpreter services at Department of Homeland Security (DHS)- Immigration Successes or obstacles in ELI classes for citizenship/civics Identify areas of technical assistance needed Summary of Monthly Narrative Reports Performance Outcomes/Expectations Report with an analysis which includes progress, or lack thereof, toward meeting the goals; explanation of any circumstance that prevents progress toward meeting goal and corrective action plan to address; numbers served for the trimester and cumulative numbers and where they exceed or fall short of goals; etc. Unit Rate & Payment Unit Rate Code Payment Citizenship and Naturalization-Application $ One Time per Individual Citizenship and Naturalization-LPR/Application $ One Time per Individual Other Immigration Services $ One Time per Individual For unusual circumstances, contact the assigned Business Operations Specialist to your agency Allowable/Not Allowable Allowable Only Board of Immigration Appeals (BIA) accredited staff may complete immigration forms for the client. LPR orientation relating to explain rights and responsibilities to accommodate eventual US citizenship. Assistance with Application for Replacement EAD and/or I-94 Cards Assistance must be provided to disabled refugees in obtaining waivers from English and civics requirements for naturalization. Proof of mailing LPR a. Documentation in case file that the agency mailed it. b. Copy of mail receipt if mailed by client Not Allowable Unless BIA accredited, agency staff should not complete immigration forms. Corrected I-94 cards is not an allowable service. Page 21 of 55