Data Reflective of 10142019 Data Reflective of 10142019 Training Agenda Extension Guidelines Extension Review Process Extension Documentation Needs Initial Extension Review Extension Redetermination ID: 932754
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Slide1
December 2019
MFIP Extension Services Training
Slide2Data Reflective of 10/14/2019
Slide3Data Reflective of 10/14/2019
Slide4Training Agenda:
Extension Guidelines
Extension Review Process
Extension Documentation Needs
Initial Extension Review
Extension Redetermination
Monitoring Data Requirements
Slide5Guidelines
Extension Expectations for MFIP Employment Services Providers
Policy and Guidelines
Slide6MFIP Employment Counselors are responsible for:
Informing participants about MFIP extension services and
Assisting participants in gathering required documentation needed to apply for an extension.
Policy and Guidelines
Policy and Guidelines
Continued…
Slide7Completing and Submitting Extension Request Packet(s)
Extension Request Packet defined in MFIP – ES Policy: Extension Services
Understanding extension eligibility types and program expectations
Providing employment services to assigned participants who are pre and post 60 month MFIP
Policy and Guidelines
Continued Employment Counselor Responsibilities…
Slide8Extension Process
Initial MFIP Extension Request
Extension Process
OR
Slide9Face to Face Interview
Completed at Month 54
Signed by MFIP Participant & Employment Counselor Attach to Initial Extension Request
Extension Process
Slide10Extension Request
Process Begins at Month 58
Counselor Meets With Participant to Review Extension Process/Request
Extension Review Packet to Agency Data Specialist – Data Specialist sends to ERT by the 5
th
day of the 59
th
Month
Extension Process
Email Extension Packets to:
WFS-ERT@ramseycounty.us
Slide11Extension Process
Employment Counselor complete identifying information on the top of the MFIP Extension Decision Form.
The WFS – Extension Review Team will input final information upon eligibility review.
Slide12Extension Review Packet Includes:
Extension Decision Form (with top half completed)
Signed Release of Information
Face to Face Extension Interview Form
All Unexpired documents supporting the extension category requested by the participant.
Any documents showing non-compliance, such as NOITS or Status Updates within the previous 12 months.
Send Review Packet to:
WFS-ERT@ramseycounty.us
* Case Note Extension Review Packet to ERT
* Open WF1 Local Flag Activity – Subtype
toERT
Extension Process
Slide13Compliance in the 60
th
MonthParticipants can request a hardship extension in any month before or after their 60
th
month. However, the participant must be in compliance with all program requirements – They cannot be in sanction.
If participant feels that sanction was incorrectly applied, they must appeal the sanction or submit documentation establishing good cause to be considered eligible for MFIP extension services.
If participant is sanctioned in month 60 and good cause is not established, they will be barred from MFIP indefinitely
Extension Eligibility
Slide14Extension Process
Slide15Extension Categories
Documentation required for extension eligibility is the same as what is required for FSS
Extension Categories
Slide16Extension Redetermination Timeline:
3 months
6 months
12 months
Other
Next Review Date
Review date used as estimated end date for Local Flag activity
(Employed Extensions do not have an estimated end date as this extension type is reviewed monthly)
Extension Decision Form
Slide17Extended participants may continue to receive MFIP as long as:
State law provides for extensions
AND
The Criteria for an extension are met
AND
All other MFIP requirements (including ES) continues to be met.
Extension Eligibility
ES Manual – Chapter 13.15
Slide18Commonly Submitted Documentation for Extension Eligibility :
Medical Opinion Form (Participant)
Medical Opinion Form – SMPI
Medical Opinion Form – Needed in the Home
Medical Opinion Form – SED
Employment Verification Form (EVF)
Extension Eligibility
Slide19EXS Documentation - Medical Opinion Form
Extension Eligibility
Slide20EXS Documentation
Medical Opinion Form – Family Member Needing Care
Extension Eligibility
Slide21EXS Documentation
Medical Opinion Form – Serious and Persistent Mental Illness
Extension Eligibility
Slide22EXS Documentation
Medical Opinion Form – Severe Emotional Disturbance
Extension Eligibility
Slide23EXS Documentation - Employment Verification Form
Extension Eligibility
Slide24Employed Extensions
To be eligible for an Employed Extension a single parent must:
Be in compliance with all program requirements in the 60
th
month. (meaning not in sanction, including
C
hild Support sanction)
Be in compliance 10 out of 12 months preceding the 61
st
month
Participate in work activities at least 30 hours per week, 25 on average are employment. 5 hours per week of additional ES activities.
Employed extension should be monitored month via MAXIS or WF1 data.
Extension Eligibility
Slide25Loss of Employment
Whenever there is a loss of employment or reduction in hours, counselors should:
Review for good cause. If good cause is found, the time period that the participant has good cause will not count towards the 30 day grace period.
Assist the participant to return to work or increase hours as soon as possible
If a participant has lost his/her job involuntarily (job loss through a lay off) the participant may have a 1-month exemption from the work requirement
Upon discovery of the job loss or change in hours a NOITS should be sent indicating the participant has
30 days
to secure employment at least 25 hours per week and/or provide documentation of another extension category.
Participant who fail to meet the hourly requirement without good cause should be sanctioned.
Extension Eligibility
Slide26Extension Redetermination
This process mirrors initial extension request processes
Redetermination
Slide27Redetermination
Slide28Agency Data Specialist
Receive, filter and distribute MIS report showcasing all extensions due for review in the next 60 days.
Spreadsheet filters to consider include:
Extension Due Date
Assigned Counselor
Extension Type
WFS will provide 1:1 agency specific training and additional supports as needed for Data Specialist.
Redetermination
Slide29Notification of Extension Redetermination
Letters to Participants:
Mailed a minimum 30 days prior to extension due date
Clearly state deadline and documentation needs to maintain extension eligibility
Include Medical Opinion Form (if required)
Redetermination
Slide30Redetermination
Example of Notification Used for
Categories 1 & 12
Slide31Upon receipt of required documentation, follow the same process as the initial extension review.
Email Extension Review Packet to ERT:
WFS-ERT@ramseycounty.us
WF1 Local Flag – Subtype:
toERT
Case Note – Subject Line: Extension Review Packet to ERT
Redetermination
Slide32ERT reviews to determine extension eligibility and communicates eligibility with ES Agency and FAS.
Upon receipt of completed Extension Decision Form, ES Agency case notes determination and updates Local Flag(s) on WF1
Redetermination
* Extension Decision Form is acknowledged by FAS as a Status Update
Slide33Document ERT Decision in WF1
Case Note
Subject Line: Extension Review Approved/Denied
Approved
WF1 Activity: Local Flag
Subtype: ER#
Start Date: Date Extension Granted
Estimated End Date: Review Date Listed on Determination Form
If extension is
denied
. Local Flag remains closed. Case is monitored for MFIP closure by Vendor Agency.
Redetermination
Slide34Monitoring Eligible Extensions
Data Specialist
Data Monitoring
Slide35Data Specialists
Receive spreadsheet distributed weekly by MIS.
Filter Extension Due/Clean Up reports
Extension Due
Filtered to display extensions that are due in the next 60 days
Send spreadsheet to counselors to inform of upcoming extension deadlines
Letters must be mailed no later than 30 days prior to extension end date
Case Note communication with participant
Data Monitoring
Slide36Clean Up
Filtered to display all past due extensions
Verify that participants received notification of extension due date.
Send Extension Decision Form to ERT (no documentation submitted to support hardship)
Case note findings and case action
Subject Line: Extension Packet to ERT
Case Note Example: Extension packet sent to ERT on xx/xx/
xxxx
. Verified that participant was mailed notification of extension deadline on xx/xx/
xxxx
. Documentation has not been submitted to support hardship extension.
Data Monitoring
Slide37FAQ
Frequently Asked Questions
FAQ
Slide38Who Approves/Denies Extensions?
The WFS Extension Review Team (ERT) reviews all submitted extension requests and approves/denies based on extension eligibility as defined in the MFIP - ES Manual.
WFS-ERT@ramseycounty.us
ERT: Previous EXS Supervisor, WFS Planners, Managers and Public Assistance System Management Analyst.
FAQ
Slide39How do I work with participants who are extended?
With the exception of working extensions, employment services provided for extended participants should mirror services provided for FSS participants.
FAQ
Slide40How are extensions tracked?
Extensions are tracked in WF1 by using the Local Flag activity and subtype ER#. Each activity must include the extension approval date as the start date and extension review date as the estimated end date.
Example:
FAQ
Slide41Do I need to close and reopen the WF1 Local Flag activity with every approved extension redetermination?
No. Only update the estimated end date on the Local Flag – ER#
* However, the WF1 activity will close and reopen if the extension category changes
Example:
If the current EXS is for Mental Illness. Do not close the LF activity. Only update the estimated end date to reflect the most recent determination received from ERT.
If EXS changes from Mental Illness to Ill/
Incap
– close the LF (ER12) and open a new LF (ER1)
FAQ
Slide42Can my supervisor approve/deny extensions?
No. All extension requests are processed by the Extension Review Team.
WFS-ERT@ramseycounty.us
FAQ
Slide43Do we still have 48+ Month Counselors?
WFS is no longer piloting 48+ month caseloads. Agencies are encouraged equally distribute high month cases amongst counselors.
FAQ
Slide44When should Data Specialist pull Extension Due and Extension Overdue Reports?
It is recommended that Data Specialists distribute extension reports within the first week of each month to ensure that Designated Staff have time to send extension due notifications to participants.
FAQ
Slide45What happens if a participant appeal’s the extension decision?
Extension appeals will be a combined effort between Agency and ERT.
Vendor Agency/Counselor/Designated staff will be responsible for gathering supporting documentation.
Workforce Solutions ERT will assist in the process to define why the decision was made.
FAQ
Slide46Why do I need to attach supporting documentation to my email when submitting Extension Decision Forms to ERT? Why can’t ERT access documents on WF1 – EDS?
The Extension Review team does not have access to view documents stored in EDS when cases are assigned to agencies other than Workforce Solutions.
Therefore, we request that supporting documentation be attached to all extension decision requests.
FAQ
Slide47How are Extensions granted for Family Violence Waivers?
Supporting documentation needs for Family Violence Waivers in Extension is the same as FSS.
Family Violence extensions may be approved for 90 to 180 days (3-6 months).
FAQ
Slide48Are updated forms of eligibility required to accompany every extension decision form?
ERT understands that many participant’s have ongoing hardships that will not change over the course of an approved extension. However, current documentation is required when requesting an extension.
* Exception: Psychological evaluations can be used for up to three years. However, an annual extension decision form must be
submitted and accompany
the report each year.
FAQ
Slide49THANK YOU!
Angela
Cardella
Ramsey County WFS – Employment Guidance Counselor Supervisor
(651)266-4704
Angela.cardella@ramseycounty.us
Breanne Hanscom
Ramsey County WFS - Management Analyst III
(651)266-9865
breanne.hanscom@ramseycounty.us
Conclusion