Section 411 Key Points and 412.11 were updated to emphasize existing policy that a disability diagnosis shall not be requested or documented.

Section 412.113 and 412.313 were updated to clarify existing policy on the use of the CW 61, Authorization to Release Medical Information, CW 61A, Physical Capacities, CW 61B, Mental Capacities forms, and third party documentation.

Section 412.314 was added. The GSW will notify the GAIN Coordinator when information is received that the participant or ill household member is no longer disabled.

New policy was added to Section 412.318 and Section 412.326. In-Home Supportive Services (IHSS) and the potential opportunity to become an IHSS provider must be explained to participants granted an exemption to care for an ill or disabled household member.

Section 412.32, verification of child’s school attendance status is no longer needed.

New policy was added to 412.325. Services available through the CalWORKs Supplemental Security Income Advocacy Program (SSIAP) for ill household members must be discussed with participants as appropriate.

Section 412.41 and 412.45 were updated to clarify existing policy on Code 08 and 12 exemptions for two-parent household cases.

New policy was added to Section 412.424, 412.425, and 412.426 on Code 09 (Pregnancy) exemption changes, and 412.42 was revised.

Section 412.43 and 412.45 have been revised to reflect a policy clarification regarding the calculation of self-employment earnings at Federal minimum wage. The following sections have been moved to Chapter 1000, Post-Employment Services: 412.432, Minimum Wage Requirement, 412.433, Self-Employment, 412.434, Net Earnings Calculation for Self-Employment, 412.435, Adding New Employments to GEARS, 412.436, Transfer of CalWORKs Participant’s Employment Information from LEADER to GEARS,  412.512, LEADER Employment Information Transfer to GEARS and Decision Chart 413.33, GEARS Employment Data Alerts Decision Chart.

Section 412.44, 412.441, 412.442, 412.443, and 412.444 were added to reflect policy for exemption Code 11 (Full-Time Volunteer in the Volunteers in Service to America (VISTA) Program).

Section 412.6 was added to clarify existing policy on Exempt Volunteers.

Due to policy changes and to clarify existing policy, the following decision charts have been updated: 413.11, Evaluation of Exemption Decision Chart, 413.12, Evaluation of Exemption By Case Carrying GSW Decision Chart, 413.2, Exemption Process By Contracted Case Managers Decision Chart, Employment Decision Charts – Tracking Code 10 Exemption Decision Chart, 413.31, Tracking Code 13 Exemption for CalWORKs Two Parents Decision Chart, 413.32, and Supplemental Security Income (SSI) Advocacy Decision Chart, 413.5. Exhibits, 414.1, Exhibit I – GAIN Exemption Guidelines and 414.2, Exhibit II – Employment Tracking Codes were revised.

The Alert Glossary has been updated with two new alerts, CU01: "Curing Period End Approaching" to notify GSWs if the Curing End Date is not updated after 30 days of the Curing Start Date; and SS04: "Reverse Referral Component Added" to alert GSWs when the Reverse Referral Component 008 has been added to GEARS by the PA 1923 Centralized Unit staff.

Chapter 1200 - Supportive Services, Section 1220 - Transportation and Section 1230 - Ancillary/Work-Related Expenses has been revised to include the following changes:

• Transportation and Ancillary/Work-Related Expenses Guidelines were added to the following sections: Transportation Section 1222.9, Ancillary Section 1232.4, and Ancillary Exhibit 1234.1
• Transportation policy revisions for participants in self-employment. Section 1222.414
• Transportation and Ancillary policy revisions for participants enrolled in SIP. Transportation Section 1222.74 and Ancillary Section 1232.16

The following Sections have been revised to reflect new streamlined procedures for GAIN/REP Contracted Regions and County Issuance and Approval staff when approving transportation and ancillary payments: Chapter 1220, Sections 1222.426, 1222.44; Chapter 1230, Section 1232.413 and Decision Charts, 1223.8 1223.9, 1233.5 and 1233.6.

Chapter 1200, Supportive Services, Section 1210, CalWORKs Stage 1 Child Care, has been updated to add new policy to address the approval of CalWORKs Stage 1 Child Care at child care centers when the participant is also employed at the same center.

The change is found in Section 1214.334.

Chapter 1200, Supportive Services, Section 1210, CalWORKs Stage 1 Child Care, has been updated to add new policy to address handling an accepted PA 1923, “CalWORKs Treatment/Services Verification,” when the participant identifies a need for child care.

The change is found in Section 1213.14, Specialized Supportive Services “Back-Door Referral.”

Section 1111 was updated to reflect that Community Service as an allowable Welfare-to-Work (WtW) core activity can be used concurrently with other allowable activities.

Court-Ordered Community Service can be an allowable activity, if it is aligned with the Community Service definition.

Section 1112.2was updated to reflect the current State minimum wage of $8.00 an hour. The minimum wage affects the Simplified Food Stamp Program (SFSP) formula which is used to determine the maximum number of hours participants may be assigned to a Community Service work activity.

Section 1112.4 was added to clarify that Court-Ordered Community Service activities need to be aligned with the participant’s vocational assessment or WtW plan.

Due to extensive changes in Post-Time Limit (PTL) services, policy on the PTL Program formerly in Chapter 1400, Section 1412.5, has been enhanced and incorporated in the new Chapter 2100 – Post-Time Limit Services.

Eligibility for all PTL services is now limited to 12 months after the participant has reached his/her 60 countable months limit on cash aid.

Additions to PTL services policy include Section 2112.11, PTL Services Offer, outlining outreach and GEARS update requirements, and Section 2112.4 Monthly Participant Contact, adding monthly contact guidelines for PTL to ensure participant’s service needs are met and to confirm work and WtW activity hours.

Revisions to Post-Time Limit (PTL) services policy include Section 2112.2, Job Intern (JI) Participation, clarifying JI participation requirements, Section 2112.52, Manual Compliance Process, clarifying participation requirements, and Section 2112.6, Two-Parent Contribution to the Work Participation Requirement; clarifying contribution of a two-parent household consisting of an aided and timed-off parent to meet the minimum weekly participation requirement for the family.

Due to policy changes and clarifications, new decision charts were added including, 2113.1, Time Limit Liaison (TLL)/Time Limit Review Decision Chart, 2113.2, GAIN Services Worker (GSW) Procedural Decision Chart, 2113.21 Post-Time Limit Services Procedural Decision Chart, 2113.22 Post-Time Limit Services/Activities Decision Chart - Part I, 2113.23 Post-Time Limit Services/Activities Decision Chart - Part II , and 2113.3, Domestic Violence Services for Timed-Off Participants Decision Chart.

Finally, Exhibit 2114.1, Post-Time Limit (PTL) Employment Services, PTL Services and Post-Employment Services (PES) Eligibility Chart, was added to clarify the difference between Post-Time Limit and Post-Employment Services.

Section 1612.665 - Participant Repayment of Overpayment, has been updated to reflect new interim policy on repayments made by participants on closed cases. The Deputy Regional Director (DRD) or designee shall use his/her GAIN Regional (GR) profile when applying the repaid amount to the participant’s GAIN Overpayment Record. When repayment monies are received in the regional office, it shall be accepted by the Regional Cashier and a receipt provided to the participant.

Appeals and State Hearing (ASH) will send the GSW/CCM an ASH 411 or decision with instructions to adjust (reduce) or cancel an overpayment. The GSW/CCM will take action to adjust the participant’s overpayment record immediately. See Overpayment Adjustments Per ASH, 1612.67. The reason code 3, Fair Hearing – Balance Adjusted/Reduced or code 4, Fair Hearing – Balance Cancelled should be selected on the Overpayment Recalculation screen. See Decision Chart, Overpayment Adjustments Per ASH, 1613.14.

Chapter 1300, Compliance/Sanctions/Resolution and Participant Complaints, has been revised to emphasize the role of the Case-Carrying GSW before and during the compliance process. Additionally, new policy and procedures are included for the GAIN Sanction Home Visit Outreach (GSHVO) GSW on completing GAIN Appraisal, scheduling the Orientation/Job Club/Assessment (JCO) appointment, initiating child care services, and outreaching to participants in sanction status over 90 days. Lastly, sections pertaining to the County Designated GSW/Contracted Staff and complaints and state hearings have been revised. To provide additional support Flow Charts have been revised and broken-down into sub-charts and forms have been added as Exhibits.

Chapter 1400, Changes in CalWORKs Eligibility Status Affecting GAIN was updated to add and revise policy for clarification. Most notable were revisions to Sections .4, Post-Time Limit (PTL) Services and Section 1412.5 Family Preservation Program (FPP) and Family Reunification Program (FRP). Other changes are found in Section 1412.14 Participant Contact.

PTL policy was expanded and moved to new Chapter 2100, Post-Time Limits. Section 1412.6 was revised due to the expansion of the Linkages project; both the FPP and FRP policies have been moved to the new Chapter 2000, Linkages

For Specialized Supportive Services, Linkages, Educational and/or Refugee components, transportation payments including mileage may be authorized for up to five (5) months in the future if appropriate or to the expected end date of the activity, which ever is shorter.

New Trustline requirements for license-exempt child care providers take effect on 2/1/08. A license-exempt child care provider, who is not Trustline exempt, must complete the Trustline registration process before Stage 1 child care payments will be authorized. Great grandparents, great aunts and great uncles are no longer Trustline exempt.

The following sections have been changed to reflect the Trustline changes: Child Care Sections 1211, 1212, 1213.12, 1213.42, 1213.44, 1213.45, 1213.46, 1214.32, and Decision Chart. 1215.12.

Section 812.51 has been added to provide new policy on Assessment Payments.

GSWs are to ensure that a payment invoice is generated to the assessor by updating GEARS upon receiving the GAIN Vocational/Career Disposition, GN 6013 and GAIN Vocational/Career Assessment Summary /Employment/Career Plan, GN 6014 from the assessor indicating the participant has completed assessment. GSWs must request the designated Deputy Regional Director or Regional Director to update GEARS to generate the invoice if the assessment was completed and the case is in the X-File, previously-issued invoice has been blocked, and/or payment has been made to an incorrect service provider.

Sections 912.19 and 912.191 have been added to provide new policy on Life Skills Classes (LSC) and Gang Prevention Parenting Classes.

The classes may be assigned as a bridging activity, a concurrent post-assessment activity, and as a concurrent activity with a Self-Initiated Program (SIP) to meet the minimum participation requirement of 32/35 hours per week.

Chapter 500- Appraisal policy, procedures and decision charts have been revised to reflect the implementation of the new Orientation/Job Club/Vocational Assessment (JCO) component. Appraisal appointments are now an hour long and participants who do not attend their scheduled appointment are contacted by telephone by his/her assigned GAIN Services Workers.

The Welfare-to-Work Flow Policy and Decision Chart have been moved from Chapter 300 into Chapter 100-Introduction and the GAIN Welfare-to-Work Flow. Chapter 100 has been revised to incorporate the new Orientation/Job Club/Vocational Assessment (JCO) component. Chapter 300 only contains Policy for the “Role of the GAIN Services Worker”. The exempt volunteer’s (EV) eligibility requirements have been clarified. The EV may participate in WtW activities any number of hours per week. The EV is not subject to the 20-hour core activity, nor the 32/35 hours per week, participation requirement rules. (See Chapter 100, Section 112.2).

Chapter 700, “Enhanced Job Club/Vocational Assessment” has been changed to “Orientation/Job Club/Vocational Assessment (JCO).” Policy and procedures have been revised to reflect the new JCO component and the Telephone Call Follow-up policy. Orientation is now the first day of JCO. Policy and procedures for Supervised Job Search, Flex, and Dual Track have also been revised. Decision charts have also been revised to incorporate new changes.

Sections 1233.7 and 1233.8 have been added to Section 1230 as decision flowcharts to reflect the process for the automated Community College Ancillary Request Systems on GEARS.

Chapter 1200, Section 1260, provides GAIN staff with policy, decision charts, and exhibits on CalWORKs Mental Health Services. The policy can be searched by the use of links within the section.

Effective 11/1/07, the Learning Disabilities (LD) GEARS screens have been modified to improve the LD GEARS update process, expedite provider payments, and avoid overpayments. The policy instructions for these modifications have been added in Chapter 1280, Section 1282.28 and all the Decision Charts in Section 1283.

Section 1213.22 provides instructions to the Child Care Coordinators (CCC) in the GAIN/Contracted Regional offices as it relates to the outreach efforts that will be undertaken to assist employed, deregistered participants in accessing child care services.

The number of days to process a request for Transportation and/or Ancillary/Work-Related expenses has been changed from the three (3) workday rule to four (4) workdays.  The approval process must now be completed within four (4) workdays from the date all documentation/verification is received.

Section 1012.32, Three-Month Evaluation of Post-Employment Services, was revised to remove obsolete policy pertaining to GSW field visits to the participant’s job and/or home. Further study indicated that such visits were minimally effective.

Due to the increased cost for an MTA daily bus pass from $3.00 to $5.00, the maximum cash limit issuance in office has increased to $5.00. See Section 1612.11 – Cash Issuance in Office.

Chapter 1900 Homeless GAIN Services Policy was added to provide policy to GAIN staff on identifying and coordinating GAIN Welfare-to-Work activities with housing search activities. If the participant’s housing situation precludes participation, the participant is given Good Cause for up to three months. In addition, when the homeless indicator flag is on LEADER/GEARS, noncompliance/sanctions are blocked on GEARS.

Sections 311, 312.1, 312.2 and 313.1 have been added to provide new policy and a decision chart for the Role of the GSW and Monthly GAIN Participant Contact. GSWs are to contact all participants in their caseloads on a monthly basis.

Section 1213.6 provides the duties and responsibilities of the Child Care Coordinators (CCC) and back-ups in GAIN/Contracted Regional Offices, and CalWORKs Districts. The CCCs act as liaisons between the Department, participants and the R&R/APP agencies to troubleshoot child care-related issues/problems that arise and need further research with CalWORKs eligibility and/or GAIN Regional staff.

The CW 61, Authorization to Release Medical Information, replaces the GN 6051, Verification of Exemption. The CW 61 with Coversheet, CW 61A, Physical Capacities and CW 61B, Medical Capacities forms are now provided to participants requesting medical (physical, mental or pregnancy conditions) or Provides Continuous Care for an Ill Household Member exemptions. A diagnosis is not required and shall not be requested by the GSW. These changes are in Written Third Party Documentation, Section 412.111-114, Code 05: Incapacity, Section 412.311 (a), Provides Continuous Care for an Ill Household Member, Section 412.321, Pregnancy, Section 412.421. Also, the following Decision charts were updated: Evaluation of Possible Exemption Pre-Appraisal Decision Chart, Section 413.11, Evaluation of Possible Exemption Post Appraisal Decision Chart, Section 413.12, Exemption Process for Contracted Case Manager Decision Chart 413.2 and Exhibit I, GAIN Exemption Guidelines, Section 414.1.

The GSW shall use the CW 61A and/or CW 61B, if completed, to determine WtW activities that do not exceed the number of hours allowed or interfere with the participant’s condition. See Medical Exemption Approval, Section 412.313.

The exempt volunteer participation requirements have been clarified. The exempt volunteer is not required to participate 32/35 hours per week or meet the 20-hour core activity requirement. See Exemption Guidelines, Section 412.5.

The GSW/DEW explains CalWORKs SSI Advocacy Services (CWSSIAP) to participants who request a medical (physical or mental or pregnancy conditions) exemption. If a participant requests CWSSIAP services, the GSW/DEW will call the CWSSIAP supervisor at the Glendale District to make a referral. The CW 61 forms are useful in determining referrals to the CWSSIAP. See Supplemental Security Income Advocacy Program, Section 412.314, Designated Exemption Worker (DEW) Outreach, Section 412.61, Designated Exemption Workers’ Decision Chart, 413.4, and a new Supplemental Security Income (SSI) Advocacy Decision Chart, Section 413.5.

Responsibilities for GSWs regarding record retention and elimination of documents used to track participants’ time on aid and time limit review have been clarified. See Records Retention, Section 412.732 and Elimination of Records, Section 412.733.

Sections: 128, 612.28, 613.7, 912.18, 912.54, 912.7, and 913.10 were added to provide policy and decision charts for referring GAIN participants to the new Work Study component.

Sections: 612.21, 912.16, and 912.32, Study Time, were added to GAIN Policy. Study time counts towards participation hours in education-related activities. Non-credit study time that can be documented also counts toward meeting participation hours in education-related activities.

Section 912.53, Confidentiality Guidelines, has been added to ensure that WtW participants assigned to District/GAIN Regional Offices for Work Experience, Work Study and Community Services components acquire valuable work experience without compromising any confidential information while on assignment.

• Bridging Activities have been created to fill the gap between GAIN components.
• Policy on Bridging Activities has been added to sections 611 Key Points, and 912.17 Bridging Activities.
• New decision charts have been added to sections 613.5 Referral to Bridging Activity During School Summer Break Decision Chart, 613.6 Referral to Bridging Activity Decision Chart, 913.8 Referral to Bridging Activity, and 913.9 Referral to Bridging Activity During School Summer Break.

• Notice of new updates will be added here as they are made available.
• The policy can also be searched using the above link.