Documents

” State Hearings Division 744 P Street, MS 21-50, Sacramento, CA 95814-6485 To: CDSS SHD County Stakeholders CDSS SHD Advocate Stakeholders CDSS SHD Agency Stakeholders From : Juliet O. Macaulay Deputy Director\/Chief Administrative Law Judge CDSS State Hearings Division Date : April 6, 2020 SUBJECT : CDSS STATE HEARINGS DIVISION – COVID-19 RESPONSE -EXTENSION OF MORATORIUM ON IN-PERSON HEARING MODALITY THROUGH MAY 15, 2020 Dear CDSS SHD Stakeholders, On March 13, 2020, the CDSS State Hearings Division (SHD) informed all stakeholders that in conformity with the magnitude of the unprecedented Covid-19 emergency, the policy statements from the Governor\u02bcs Office and the California Department of Public Health; CDSS SHD was compelled to immediately move to conducting hearings by telephone in lieu of in person hearings. The primary objective in reaching that determination was to protect the health and safety of claimants and all involved in the state hearings process since most in person hearing locations are small and render it impossible to maintain a 6 feet physical distance between participants as required by the CDPH directives. Since the March 13, 2020 announcement, many more county locations have closed and remain inaccessible to the public (including claimants, claimant representatives, advocates and Administrative Law Judges). In addition, a statewide shelter in place order is now in force, exempting only specified persons\/groups. CDSS SHD – Covid 19 Response Extension of Telephone Hearings 2 | P a g e This state of affairs necessitates an extension of the temporary moratorium on in-person hearings through May 15, 2020. The SHD will continue to schedule hearings by telephone and will reassess this process on an ongoing basis. Our next assessment for cases scheduled after May 15, 2020 will occur at the end of April 2020. Be assured that we have not reached this determination lightly, and that the SHD will continue to do all it can to ensure that claimants\u02bc due process rights are protected. SHD has been able to seamlessly move to hear cases by telephone, and county \/agency representatives are fully participating by telephone, ensuring that claimants continue to have due process. We will continue to address requests for in person hearings on a case by case basis, and when specifically requested, we will schedule cases as in person hearings. However, as the hearing day approaches, where logistics such as availability of hearing sites fail, we will postpone such hearings to the next hearing cycle, with good cause, so that aid paid pending can continue when appropriate. We appreciate your flexibility as we respond to this unprecedented crisis and continue to strive to provide hearings to claimants by currently available means. Our highest priority remains the health and safety of all claimants, claimant representatives, county staff, agency representatives, and SHD staff. Please direct any questions regarding this communication to the SHD at 800-743-8525. ”

” JULY 1, 2020 CALIFORNIA DEPARTMENT OF SOCIAL SERVICES EXECUTIVE SUMMARY ALL COUNTY INFORMATION NOTICE NO. I-55-20 The purpose of this All-County Information Notice (ACIN) is to provide counties information about a new resource available to help engage CalWORKs Welfare-to- Work, CalFresh E&T, and Refugee Cash Assistance clients in remote and distance learning activities called Cell-Ed. D] COSS KIM JOHNSON DIRECTOR STATE OF CALIFORNIA-HEALTH AND HUMAN SERVICES AGENCY DEPARTMENT OF SOCIAL SERVICES 744 P Street Sacramento, CA 95814 www.cdss.ca.gov GAVIN NEWSOM GOVERNOR JULY 1, 2020 ALL COUNTY INFORMATION NOTICE NO. I-55-20 TO: ALL COUNTY WELFARE DIRECTORS ALL COUNTY WELFARE TO WORK COORDINATORS ALL COUNTY CALWORKS PROGRAM SPECIALISTS ALL COUNTY CONSORTIA REPRESENTATIVES ALL COUNTY REFUGEE COORDINATORS ALL COUNTY CALFRESH SPECIALISTS ALL TRIBAL TANF ADMINISTRATORS SUBJECT: DISTANCE LEARNING VIA CELL-ED FOR CALIFORNIA WORK OPPORTUNITY AND RESPONSIBILITY TO KIDS (CalWORKs), REFUGEE CASH ASSISTANCE (RCA), CALFRESH EMPLOYMENT AND TRAINING (E&T), AND TRAFFICKING AND CRIME VICTIMS ASSISTANCE PROGRAM (TCVAP) PARTICIPANTS REFERENCE: MANUAL OF POLICIES AND PROCEDURES (MPP) SECTION 42-711.8, 42-716.62, 42-716.621, 42-750 AND 69-207.121; ALL COUNTY WELFARE DIRECTORS LETTER (MARCH 30, 2020) FOR WTW; CALIFORNIA DEPARTMENT OF SOCIAL SERVICES TEMPORARY ASSISTANCE FOR NEEDY FAMILIES (TANF) PROGRAM WORK VERIFICATION PLAN; DISTANCE LEARNING STUDENT RESOURCE GUIDE; EXECUTIVE ORDER N-33-20; ALL COUNTY WELFARE DIRECTORS LETTER CALFRESH EMPLOYMENT & TRAINING: FEDERAL FISCAL YEAR 2020 PLANNING KICK-OFF; FOOD AND NUTRITION SERVICE SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM EMPLOYMENT & TRAINING TOOLKIT The purpose of this All-County Information Notice (ACIN) is to provide counties information about a new resource available to help engage CalWORKs, CalFresh E&T, RCA, and TCVAP clients in remote and distance learning activities called Cell-Ed. This letter highlights the features and programs available through Cell-Ed, how counties can access the application, how to engage clients with the application, and how progress will be tracked and verified through the application. https:\/\/www.cdss.ca.gov\/ord\/entres\/getinfo\/pdf\/6EAS.pdf https:\/\/www.cdss.ca.gov\/ord\/entres\/getinfo\/pdf\/7EAS.pdf https:\/\/www.cdss.ca.gov\/ord\/entres\/getinfo\/pdf\/7EAS.pdf https:\/\/www.cdss.ca.gov\/ord\/entres\/getinfo\/pdf\/7EAS.pdf https:\/\/www.cdss.ca.gov\/ord\/entres\/getinfo\/pdf\/spman.pdf https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACWDL\/2020\/ACWDL_3-30-20CALWORKs.pdf https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACWDL\/2020\/ACWDL_3-30-20CALWORKs.pdf https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACWDL\/2020\/ACWDL_3-30-20CALWORKs.pdf https:\/\/www.cdss.ca.gov\/CDSSWEB\/entres\/pdf\/TANF_WorkVerificationPlan.pdf https:\/\/www.cdss.ca.gov\/CDSSWEB\/entres\/pdf\/TANF_WorkVerificationPlan.pdf https:\/\/www.cdss.ca.gov\/CDSSWEB\/entres\/pdf\/TANF_WorkVerificationPlan.pdf https:\/\/www.cdss.ca.gov\/Portals\/13\/Homepage\/CalWORKs-and-CalFresh-ET-Resources-for-Distance-Learning.pdf https:\/\/www.cdss.ca.gov\/Portals\/13\/Homepage\/CalWORKs-and-CalFresh-ET-Resources-for-Distance-Learning.pdf https:\/\/covid19.ca.gov\/img\/Executive-Order-N-33-20.pdf https:\/\/www.cdss.ca.gov\/portals\/9\/calfresh\/ACWDL4192019.pdf https:\/\/www.cdss.ca.gov\/portals\/9\/calfresh\/ACWDL4192019.pdf https:\/\/www.cdss.ca.gov\/portals\/9\/calfresh\/ACWDL4192019.pdf https:\/\/fns-prod.azureedge.net\/sites\/default\/files\/ET_Toolkit_2013.pdf https:\/\/fns-prod.azureedge.net\/sites\/default\/files\/ET_Toolkit_2013.pdf https:\/\/fns-prod.azureedge.net\/sites\/default\/files\/ET_Toolkit_2013.pdf All County Information Notice No. I-55-20 Page Two BACKGROUND On March 19, 2020, Governor Gavin Newsom issued Executive Order N-33-20, which advised all non-essential California residents to remain in their residences in an effort to reduce the spread of COVID-19. As a result of the COVID-19 pandemic and the executive order, California County Welfare Departments (CWDs) have continued to assist clients by providing work readiness, skill building, and education programs through online and mobile technology platforms. The CDSS issued an ACWDL on March 30, 2020 for WTW, which provides CWDs additional flexibility to serve their clients during the COVID-19 pandemic, including the ability to serve clients remotely through telephone interviews, electronic signatures, and distance learning activities. As CWDs continue to seek service solutions that allow for social distancing and provide the ability to meet the increasing demand for services while facing significant workforce capacity challenges, CDSS has invested in a mobile application and text messaging platform called Cell-Ed. CELL-ED CDSS has partnered with Cell-Ed to provide program participants the opportunity to receive education and training through their electronic device to build skills and engage in countable WTW participation hours while sheltering or caring for others at home during the COVID-19 pandemic. Cell-Ed is a voluntary learning program that enables adults to acquire essential skills in various courses via distance learning on a mobile device. The list of programs and courses available on Cell-Ed include: English on the Go (offered from Levels 1 through 6) o Spanish-to-English bridging Basic Literacy: o Math for Daily Life o Reading & Writing o Social Studies Work Ready Skills U.S. Citizenship & Civics Courses COVID-19 Best Practices and Preventative Measures o Offered in English, Spanish, and French (more languages to come) All courses are pre-recorded and developed by content experts with experience in Adult Basic Education, Language Learning, and Mobile Learning. The COVID-19 courses were developed using information available through the World Health Organization (WHO) and Centers for Disease Control and Prevention (CDC), which have been reviewed by certified health experts and epidemiologists. Also available to clients are coaches, who are available at any time via live chat through the application or through https:\/\/covid19.ca.gov\/img\/Executive-Order-N-33-20.pdf https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACWDL\/2020\/ACWDL_3-30-20CALWORKs.pdf https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACWDL\/2020\/ACWDL_3-30-20CALWORKs.pdf https:\/\/www.who.int\/emergencies\/diseases\/novel-coronavirus-2019 https:\/\/www.who.int\/emergencies\/diseases\/novel-coronavirus-2019 https:\/\/www.cdc.gov\/coronavirus\/2019-ncov\/index.html All County Information Notice No. I-55-20 Page Three text messaging. Coaches are bilingual and will assist participants step-by-step through course content and are available for any questions. The CDSS partnership with Cell-Ed is currently providing full access for free to all counties through June 2021, with a possible extension if the program is proven effective with positive feedback. COUNTY ACCESS TO CELL-ED Counties can register with Cell-Ed by signing up through the Cell-Ed website or sending an email to [email protected]. Once registered, counties will have access to the online toolkit, which will provide more information on Cell-Ed content, recordings of training webinars, FAQs, how to onboard county staff and Community Based Organizations, and resources to onboard learners. Counties will have full access to the Cell-Ed program beginning July 1, 2020. Currently, there is no limit to the amount of county staff that can register. County registrations and access permissions to Cell-Ed will be at the discretion of the county and their needs. For data sharing purposes, Cell- Ed will need to enter into county level data sharing agreements with CWDs in order to access and share personal data. CLIENTS ENGAGED IN CELL-ED To sign up and engage in Cell-Ed, participants will need a mobile phone with texting capability. If participants own a smartphone, they will be able to download the Cell-Ed mobile application in their device’s Application Store for free or can access Cell-Ed through the WhatsApp application. If participants do not own a smartphone, they can use any mobile phone to use Cell-Ed’s call-in and text version that uses a combination of regular phone calls and text messaging. Participants can also access Cell-Ed through an internet connected computer or tablet. Should clients require additional resources to utilize Cell-Ed, CDSS has uploaded a Distance Learning Student Resource Guide, which contains information on companies providing free or low-cost internet access as well as other resources for students affected by COVID-19. There is currently no limit to how many participants can sign up for Cell-Ed. Once registered, clients will answer a few assessment questions that will determine the appropriate courses based on their answers, interests, and abilities. Each course is made up of multiple units, and units are made up of multiple lessons. Lessons typically are only a few minutes long while entire courses can range from 10 to 25 hours long. As clients go through their courses, they will be awarded with badges and certificates of completion. Any progress a client makes on a course will be saved and can be accessed across different platforms, which allows clients to be able to continue where they left off when switching devices. http:\/\/www.cell-ed.com\/california mailto:[email protected] https:\/\/www.cdss.ca.gov\/Portals\/13\/Homepage\/CalWORKs-and-CalFresh-ET-Resources-for-Distance-Learning.pdf All County Information Notice No. I-55-20 Page Four USING CELL-ED TO MEET CALWORKS WTW ACTIVITIES AND REFUGEE SUPPORT SERVICES REQUIREMENTS Cell-Ed and other distance learning activities may count toward an individual’s work participation requirements when the distance learning programs meet the definitions of the respective activities provided in MPP Section 42-716.62. Cell-Ed courses may count as the following WTW activities: Adult Basic Education Job Search and Job Readiness Job Skills Training Education Directly Related to Employment Vocational Education Secondary Education or the Equivalent English as a Second Language (ESL) FEDERAL REPORTING AND VERIFICATION OF HOURS USING CELL-ED Cell-Ed may count as, but is not limited to, the following federal core activities: Vocational Education (12-month lifetime total), Job Search and Job Readiness. For federal non-core activities, Cell-Ed may count as, but is not limited to, the following: Job Skills Training, Education Directly Related to Employment, and Satisfactory Progress in Secondary School or the Equivalent, when appropriate. These activities provided through Cell-Ed may count towards the Work Participation Rate (WPR) or RSS employment requirements provided that the participation can be verified and documented in accordance with the CDSS TANF Program WVP. The WVP provides specific requirements and documentation needed for activities completed as distance learning. For federally countable Vocational Education specifically, Cell-Ed meets the definition of a vocational-technical school, as required under the WVP. For federal data reporting purposes, participation in a WTW activity through distance learning must be monitored by the service provider and reported to the CWD and documented in the case file. Cell-Ed has the capacity to provide CWDs with acceptable documentation to verify client participation and meet federal reporting requirements noted in the WVP. By visiting the Cell-Ed Portal, CWDs can generate data reports, track learner progress, and check learner registration. Through these data reports, CWDs will have access to information on which courses a learner completed, the total time spent on Cell-Ed during a specific time period, and information to identify each individual learner. CWDs should not reach out to the participant for any additional documentation to verify participation. https:\/\/www.cdss.ca.gov\/ord\/entres\/getinfo\/pdf\/7EAS.pdf https:\/\/www.cdss.ca.gov\/CDSSWEB\/entres\/pdf\/TANF_WorkVerificationPlan.pdf http:\/\/www.portal.cell-ed.com\/ All County Information Notice No. I-55-20 Page Five USING CELL-ED TO ENGAGE CLIENTS IN CALFRESH E&T ACTIVITIES Cell-Ed is an allowable CalFresh E&T activity under the Education, Supervised Job Search, and Vocational Training components. The following list includes the components and corresponding activities that Cell-Ed will offer to counties and their CalFresh E&T participants: Education o Basic Skills and Literacy Attainment Activities o ESL Activity Supervised Job Search o Job Readiness and Job Skills Training Activities o Soft Skill Development Vocational Training o Training Activity in a Vocation or Trade o Certificate Attainment for Vocation or Trade Cell-Ed, through distance learning, meets the requirements and has been approved by CDSS as a solution for counties to offer allowable CalFresh E&T activities to eligible participants. Cell-Ed can be administered locally as an optional service made available to participants through certain providers and partners or as part of a larger CalFresh E&T program. Cell-Ed can be used as a communication tool through the text messaging and push notification capabilities to help satisfy the Case Management requirements. Push notifications and text messages to and from clients can be accessed and saved, serving as case notation for monitoring participant progress. Utilization of these additional communication features can help CWDs in engaging participants with Cell-Ed and encourages participant use of the tool more broadly. CALFRESH E&T IMPLEMENTATION AND REPORTING REQUIREMENTS USING CELL-ED CWDs as well as contracted and third-party partners may provide Cell-Ed alongside services currently offered as part of their CalFresh E&T program or CWDs, specifically new CalFresh E&T CWDs, can use Cell-Ed as their primary CalFresh E&T program. CWDs currently administering CalFresh E&T are not required to update their current Federal Fiscal Year (FFY) 20 Annual Plan if they choose to offer Cell-Ed as part of their CalFresh E&T program however counties will need to include Cell-Ed in their FFY 21 Annual Plan under Part I: E&T Program Overview Subparts A (Program Summary) and B (Program Changes). Questions on how to complete the Annual Plan can be directed to the CalFresh E&T team at [email protected]. https:\/\/www.cdss.ca.gov\/portals\/9\/calfresh\/ACWDL4192019.pdf https:\/\/www.cdss.ca.gov\/portals\/9\/calfresh\/ACWDL4192019.pdf https:\/\/www.cdss.ca.gov\/portals\/9\/calfresh\/ACWDL4192019.pdf mailto:[email protected] All County Information Notice No. I-55-20 Page Six CWDs may access aggregate level reports and data through the Cell-Ed application to assist in populating the Annual CalFresh E&T Outcome Metrics Report and the STAT 47 quarterly report. The Cell-Ed aggregate level reports may serve as data validation for both reports and should be referenced upon submission to CDSS. Data in the Cell- Ed aggregate level reports will include, but will not be limited to, information such as component enrollment and completion dates, component progress, and basic skills attainment. For more information on data and reporting requirements for CalFresh E&T please contact the CalFresh E&T team at [email protected]. SUPPORTIVE SERVICES FOR CALFRESH E&T AND CALWORKS PARTICIPANTS CalWORKs participants assigned to Cell-Ed courses as part of their program activity are eligible for supportive services as highlighted in MPP Section 42-750, including childcare and ancillary expenses. CalFresh E&T participants assigned to Cell-Ed as part of their E&T activity are also eligible for supportive services as detailed in the Food and Nutrition Service (FNS) Supplemental Nutrition Assistance Program (SNAP) E&T Toolkit. Ancillary expenses, for both CalWORKs and CalFresh E&T participants, may include providing a mobile phone or phone and internet service for participants to connect to Cell-Ed. For more information on the Cell-Ed program, adding custom courses to Cell-Ed, or offering Cell-Ed to clients, please visit the Cell-Ed website or contact Cell-Ed at [email protected] or at (213) 325-3311. If you have any questions or need additional guidance regarding the information in this letter, contact the Engagement Bureau at (916) 654-2137 or the Refugee Programs Bureau at (916) 654-4356 or [email protected]. Sincerely, Original Document Signed By JENNIFER HERNANDEZ Deputy Director Family Engagement and Empowerment Division mailto:[email protected] https:\/\/www.cdss.ca.gov\/ord\/entres\/getinfo\/pdf\/7EAS.pdf https:\/\/fns-prod.azureedge.net\/sites\/default\/files\/ET_Toolkit_2013.pdf https:\/\/fns-prod.azureedge.net\/sites\/default\/files\/ET_Toolkit_2013.pdf https:\/\/fns-prod.azureedge.net\/sites\/default\/files\/ET_Toolkit_2013.pdf http:\/\/www.cell-ed.com\/california mailto:[email protected] mailto:[email protected] SUBJECT: DISTANCE LEARNING VIA CELL-ED FOR CALIFORNIA WORK OPPORTUNITY AND RESPONSIBILITY TO KIDS (CalWORKs), REFUGEE CASH ASSISTANCE (RCA), CALFRESH EMPLOYMENT AND TRAINING (E&T), AND TRAFFICKING AND CRIME VICTIMS ASSISTANCE PROGRAM (TCVAP) PARTICIPANTS BACKGROUND CELL-ED County Access to Cell-Ed Clients Engaged in Cell-Ed Using Cell-Ed to Meet CALWORKS WTW Activities and Refugee Support Services requirements FEDERAL REPORTING AND VERIFICATION OF HOURS USING CELL-ED USING CELL-ED TO ENGAGE CLIENTS IN CALFRESH E&T ACTIVITIES CALFRESH E&T IMPLEMENTATION AND REPORTING REQUIREMENTS USING CELL-ED SUPPORTIVE SERVICES FOR CALFRESH E&T AND CALWORKS PARTICIPANTS ”

” July 28, 2020 CALIFORNIA DEPARTMENT OF SOCIAL SERVICES EXECUTIVE SUMMARY ALL COUNTY INFORMATION NOTICE NO. I-57-20 This All-County Information Notice (ACIN) reminds County Welfare Departments (CWDs) of current rules and guidance regarding timely access and issuance of CalWORKs Homeless Assistance benefits during the statewide outbreak of COVID-19 (or novel coronavirus) and extends temporary flexibilities during this pandemic. July 28, 2020 ALL COUNTY INFORMATION NOTICE NO. I-57-20 TO: ALL COUNTY WELFARE DIRECTORS ALL CALWORKS PROGRAM SPECIALISTS ALL CALFRESH PROGRAM SPECIALISTS ALL COUNTY REFUGEE PROGRAM COORDINATORS ALL CONSORTIA PROJECT MANAGERS SUBJECT: CALIFORNIA WORK OPPORTUNITY AND RESPONSIBILITY TO KIDS (CALWORKS): ISSUANCE OF HOMELESS ASSISTANCE (HA) BENEFITS DURING THE CORONAVIRUS (COVID-19) PANDEMIC REFERENCE: ALL COUNTY WELFARE DIRECTORS LETTER (ACWDL) DATED MARCH 31, 2020; ACWDL DATED JUNE 16, 2020; ACWDL DATED MARCH 13, 2020; ALL COUNTY INFORMATION NOTICE NO. I-17-08; WELFARE AND INSTITUTIONS CODE (WIC) SECTION 11450; MANUAL OF POLICIES AND PROCEDURES (MPP) SECTION 44-211.5; EXECUTIVE ORDER (EO) N-59-20; EO N-71-20 The purpose of this All-County Information Notice (ACIN) is to remind County Welfare Departments (CWDs) of current rules regarding the timely access and issuance of CalWORKs Homeless Assistance (HA) benefits to families in the CalWORKs program, and to extend administrative flexibilities during the outbreak of COVID-19. Timely access and issuance of CalWORKs HA benefits In order to adhere to the public health guidance related to COVID-19 and the physical distancing guidelines issued by the California Department of Public Health, many county offices have closed or reduced their hours of operation to help minimize the spread of https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACWDL\/2020\/ACWDL_Covid-19_housing_3-31-20.pdf https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACWDL\/2020\/ACWDL_Covid-19_housing_3-31-20.pdf https:\/\/urldefense.com\/v3\/__https:\/mcusercontent.com\/73901133dd7ea1a5581344daf\/files\/a5bacb12-fcf0-49e5-924e-671325f8fb0f\/ACWDL_EO_N_69_20.pdf__;!!GYLAgPY1nfYXW-ZqwnM!fG54zu195KSdO47eYPcloEyXvZ6PKn5ys9XauJBf-NVTvWDKuUph8uMYQOnncA5aAoJx_7oC$ https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACWDL\/2020\/ACWDL_Covid19_3-12-20.pdf https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACWDL\/2020\/ACWDL_Covid19_3-12-20.pdf https:\/\/cdss.ca.gov\/lettersnotices\/entres\/getinfo\/acin08\/I-17_08.pdf https:\/\/cdss.ca.gov\/lettersnotices\/entres\/getinfo\/acin08\/I-17_08.pdf http:\/\/leginfo.legislature.ca.gov\/faces\/codes_displayText.xhtml?lawCode=WIC&division=9.&title=&part=3.&chapter=2.&article=6. http:\/\/leginfo.legislature.ca.gov\/faces\/codes_displayText.xhtml?lawCode=WIC&division=9.&title=&part=3.&chapter=2.&article=6. https:\/\/www.cdss.ca.gov\/portals\/9\/regs\/11eas.pdf?ver=2018-01-02-144941-070 https:\/\/www.cdss.ca.gov\/portals\/9\/regs\/11eas.pdf?ver=2018-01-02-144941-070 https:\/\/www.gov.ca.gov\/wp-content\/uploads\/2020\/05\/5.1.20-EO-N-59-20-text.pdf https:\/\/www.gov.ca.gov\/wp-content\/uploads\/2020\/06\/6.30.20-EO-N-71-20.pdf All County Information Notice No. I-57-20 Page Two COVID-19. The CDSS reminds counties that despite any changes in county office practices or hours of operation, families must maintain the ability to apply for HA benefits during normal business hours and receive those benefits timely. Please see pages 8-9 of the ACWDL issued on March 13, 2020, and ACIN I-17-08 for guidance regarding what procedures CWDs must follow to ensure that families can apply for benefits, including HA, when county offices are closed during regular business hours. The timeframe to issue HA benefits must also still be met, as required by law. The payment for temporary HA shall be approved and issued or denied within the same working day in which the Assistance Unit (AU) requests HA (MPP section 44-211.523). This means that the family requesting temporary HA must have these benefits issued and available to them on the same day that their application is approved. For permanent HA, the county has one working day to issue or deny payment from the time the recipient provides the information as specified in MPP section 44-211.537. If counties are not able to accept HA applications during normal business hours or meet the required timeframes to issue HA under their current COVID-19 county practices, they must immediately implement changes in these county practices to ensure these legal timeframes are met. Administrative Flexibilities The ACWDL issued March 31, 2020, provided interim guidance regarding existing policies and flexibilities available in the CalWORKs HA program to support counties in issuing HA benefits timely while promoting physical distancing. While the ACWDL stated that these flexibilities expired on June 30, 2020, some of these flexibilities are in fact permitted under current HA guidance and can be implemented on an ongoing basis. Others are time-limited and in direct response to the COVID-19 pandemic and will be extended consistent with CalWORKs program extensions, as described in the ACWDL issued June 16, 2020 and further extended by Executive Order (EO) N-71-20. The list below identifies each administrative flexibility described in the ACWDL issued March 31, 2020, along with the allowable timeframe for each: Flexibilities Under Existing Law That are Not Time Limited 1. Families may receive their HA benefits in one lump sum payment of 16 days any time a family’s homelessness is a direct and primary result of a state or federally declared natural disaster pursuant to WIC section 11450(f)(3)(A)(v). Counties are strongly encouraged to issue all 16 days of HA benefits at once to families whose homelessness is a direct and primary result of COVID-19. 2. Counties may accept sworn statements from clients as verification that HA benefits were appropriately spent, or counties may grant good cause for not https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACWDL\/2020\/ACWDL_Covid19_3-12-20.pdf https:\/\/cdss.ca.gov\/lettersnotices\/entres\/getinfo\/acin08\/I-17_08.pdf https:\/\/cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACWDL\/2020\/ACWDL_Covid-19_housing_3-31-20.pdf https:\/\/urldefense.com\/v3\/__https:\/mcusercontent.com\/73901133dd7ea1a5581344daf\/files\/a5bacb12-fcf0-49e5-924e-671325f8fb0f\/ACWDL_EO_N_69_20.pdf__;!!GYLAgPY1nfYXW-ZqwnM!fG54zu195KSdO47eYPcloEyXvZ6PKn5ys9XauJBf-NVTvWDKuUph8uMYQOnncA5aAoJx_7oC$ https:\/\/www.gov.ca.gov\/wp-content\/uploads\/2020\/06\/6.30.20-EO-N-71-20.pdf All County Information Notice No. I-57-20 Page Three providing paper verifications, such as motel receipts or daily permanent housing searches. Counties are strongly encouraged to accept sworn statements as a valid form of verification to avoid in-person contact during the outbreak of COVID-19. 3. As a reminder, HA applications are not required to be made in person or to include a face-to-face interview. Counties always have the discretion to complete the CW 42 on behalf of the family and electronic signatures on the CW 42 are always an allowable option. Time-Limited Flexibilities Authorized by Executive Order 4. EO N-59-20 waived the signature requirement for CalWORKs applicants for 60 days past June 15. EO N-71-20 further extended this waiver until the order is modified or rescinded, or until the state of emergency is terminated, whichever occurs first. The EO states that for this period, the county can accept oral affirmation of belief if the CWD is unable to accept, or the applicant is unable to provide, a physical or electronic signature. This waiver also applies to CalWORKs HA; therefore, counties may record a verbal attestation over the phone or document this attestation in the case notes when the applicant is unable to provide a valid physical or electronic signature on the CW 42. This flexibility is allowable only for the period of time covered by EO N-59-20 or EO N-71-20, whichever is longer, and is not typically allowable under existing law. Issuance of HA payments CDSS also reminds counties that current law requires that CalWORKs HA payments must be issued to clients in the manner that the client requests. MPP section 44-211.516 states that the county shall comply with an AU’s written request (question 7 on the CW 42) regarding how the family wants to receive their HA payments. The AU may request that the payment go directly to the AU or the providers of temporary shelter, permanent housing or utilities. Please note, the ACWDL issued on March 31, 2020, incorrectly referred to HA benefits as 16 nights of motel vouchers. This is an inaccurate description, except in the limited circumstances when HA benefits are to be issued as a voucher in cases of mismanagement or when requested by the AU (MPP section 44-211.517). Counties are reminded that in the event of a finding of mismanagement, clients are still entitled to their remaining days of HA benefits. In these circumstances, counties should consider issuing benefits directly on an EBT card if it is not possible to issue a vendor\/voucher payment within the required timeframes due to office closures or changes in business practices as a result of COVID-19. https:\/\/www.gov.ca.gov\/wp-content\/uploads\/2020\/05\/5.1.20-EO-N-59-20-text.pdf https:\/\/www.gov.ca.gov\/wp-content\/uploads\/2020\/06\/6.15.20-EO-N-69-20-text.pdf https:\/\/www.gov.ca.gov\/wp-content\/uploads\/2020\/06\/6.15.20-EO-N-69-20-text.pdf https:\/\/www.gov.ca.gov\/wp-content\/uploads\/2020\/06\/6.30.20-EO-N-71-20.pdf https:\/\/cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACWDL\/2020\/ACWDL_Covid-19_housing_3-31-20.pdf https:\/\/cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACWDL\/2020\/ACWDL_Covid-19_housing_3-31-20.pdf All County Information Notice No. I-57-20 Page Four Access to Mail Lastly, counties are reminded that families without a mailing address who list the county office as their official mailing address for the purpose of their benefits need to continue to have timely access to their mail, despite office closures or reduced hours. All clients, including those without residential mailing addresses, must receive their issuance of HA benefits within the legal timeframes, as explained above. For eligible applicants who do not yet have an EBT card, counties must ensure these families can pick up their card and receive their HA benefits on the day they apply. If you have any questions or need additional guidance regarding the information in this letter, contact the Housing and Homelessness Branch at (916) 651-5155 or at [email protected]. Sincerely, Original Document Signed By Corrin Buchanan, Assistant Director of Housing and Homelessness mailto:[email protected] SUBJECT: CALIFORNIA WORK OPPORTUNITY AND RESPONSIBILITY TO KIDS (CalWORKs): Issuance of HOMELESS assistance (HA) benefits DURING THE CORONAVIRUS (COVID-19) PANDEMIC Timely access and issuance of CalWORKs HA benefits Administrative Flexibilities Time-Limited Flexibilities Authorized by Executive Order Issuance of HA payments Access to Mail ”

” JULY 24, 2020 CALIFORNIA DEPARTMENT OF SOCIAL SERVICES EXECUTIVE SUMMARY ALL COUNTY INFORMATION NOTICE NO. I-59-20 The purpose of this All County Information Notice (ACIN) is to provide County Welfare Departments with additional guidance regarding providing good cause and curing sanctions due to the ongoing COVID-19 pandemic. JULY 24, 2020 ALL COUNTY INFORMATION NOTICE NO. I-59-20 TO: ALL COUNTY WELFARE DIRECTORS ALL COUNTY WELFARE TO WORK COORDINATORS ALL COUNTY CALWORKS PROGRAM SPECIALISTS ALL COUNTY CONSORTIA REPRESENTATIVES SUBJECT: GOOD CAUSE AND OTHER STRATEGIES TO CURE SANCTIONS FOR CALIFORNIA WORK OPPORTUNITY AND RESPONSIBILITY TO KIDS (CalWORKs) WELFARE-TO-WORK (WTW) PARTICIPANTS UNABLE TO PARTICIPATE DUE TO THE ONGOING IMPACT OF COVID-19 REFERENCE: ALL COUNTY WELFARE DIRECTORS LETTER (ACWDL) DATED JUNE 29, 2020; ALL COUNTY LETTER (ACL) 03-59, ACL 16-119, ACL 17-57; ALL COUNTY INFORMATION NOTICE (ACIN) I-56- 18; MANUAL OF POLICIES AND PROCEDURES (MPP) SECTION 42-711.712, MPP SECTION 42-712 MPP SECTION 42-713, MPP SECTION 42-721, MPP SECTION 42-750.11 The purpose of this All-County Information Notice (ACIN) is to encourage County Welfare Departments (CWDs) to make use of the flexibilities in the ACWDL Dated June 29, 2020 to reach out to their sanctioned populations. This additional guidance is being provided to counties to help mitigate financial hardships of the sanction population by using good cause and other strategies to cure sanctions of families impacted by the COVID-19 pandemic. While the flexibilities and program modifications detailed in the ACWDL are set to expire automatically on August 31, 2020 (or earlier upon written notice from the Department), this ACIN outlines ways to continue engaging the sanction population to cure sanctions and use good cause when possible. This is an important part of the effort to provide services and supports that protect families from additional hardship or reduced benefits. Please note that the terms sanction and sanctioned are used throughout this ACIN. However, the guidance contained in this ACIN and the ACWDL Dated June 29, 2020 for https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACWDL\/2020\/ACWDL_6-29-20.pdf https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACWDL\/2020\/ACWDL_6-29-20.pdf https:\/\/www.cdss.ca.gov\/lettersnotices\/entres\/getinfo\/acl03\/pdf\/03-59.pdf https:\/\/www.cdss.ca.gov\/lettersnotices\/EntRes\/getinfo\/acl\/2016\/16-119.pdf https:\/\/www.cdss.ca.gov\/Portals\/9\/ACL\/2017\/17-57.pdf?ver=2019-06-26-135917-330 https:\/\/www.cdss.ca.gov\/Portals\/9\/ACIN\/2018\/I-56-18.pdf?ver=2018-09-13-114250-947 https:\/\/www.cdss.ca.gov\/Portals\/9\/ACIN\/2018\/I-56-18.pdf?ver=2018-09-13-114250-947 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/6EAS.pdf?ver=2018-01-02-144659-983 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/6EAS.pdf?ver=2018-01-02-144659-983 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/6EAS.pdf?ver=2018-01-02-144659-983 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/6EAS.pdf?ver=2018-01-02-144659-983 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/7EAS.pdf?ver=2019-02-13-113621-843 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/7EAS.pdf?ver=2019-02-13-113621-843 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/7EAS.pdf?ver=2019-02-13-113621-843 https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACWDL\/2020\/ACWDL_6-29-20.pdf https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACWDL\/2020\/ACWDL_6-29-20.pdf https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACWDL\/2020\/ACWDL_6-29-20.pdf All County Information Notice No. I-59-20 Page Two sanction curing refers to both individuals in sanction status and post-WTW 24-Month Time Clock individuals who have been removed from cash aid as described in MPP Section 42-711.712. In addition to the guidance in this ACIN and the ACWDL Dated June 29, 2020, ACL 03-59 provides details and forms for good cause, noncompliance, and sanction curing. Please refer to the California Department of Social Services (CDSS) forms webpage for current versions of these forms. Outreach Strategies The ACWDL Dated June 29, 2020 advises that existing statutory and regulatory provisions allow CWDs to implement county-wide policy and procedures to issue temporary, blanket good cause, thus suspending WTW program and program work requirements (MPP Section 42-713). Additionally, the CWDs may issue good cause or exemptions from WTW participation (MPP Section 42-712) on a case-by-case basis. Good Cause The CWDs are encouraged to reach out to sanctioned individuals to determine if sanctions may be cured with alternate activities or with good cause. Alternate activities to engage sanctioned individuals may include online orientation, webinars, distance learning, etc. For circumstances in which alternate activities are not available or appropriate, the CWDs may be able to issue good cause. Good cause may be issued for non-participation in all initial engagement activities (e.g. Online CalWORKs Appraisal Tool, Job Search\/Job Club, Family Stabilization), all assessments and evaluations, completion\/maintenance of a WTW plan, and participation in WTW activities or employment. Guidance in the ACWDL Dated March 13, 2020 and the ACWDL Dated June 29, 2020 states CWDs may issue blanket good cause or good cause on a case-by-case basis. This applies to all CWDs regardless of the current level of shut down order required in their counties between now and when this guidance expires on August 31, 2020 (or earlier upon written notice from the Department). Months in which individuals have good cause to not participate for at least 50 percent of their hourly participation requirement do not count against the WTW 24-Month Time Clock (MPP Section 42-708.322). However, months in which individuals are in good cause status do count toward the CalWORKs 48-month time limit (MPP Section 42- 713.4). The CWDs may waive the CalWORKs 48-month time limit for individuals who are issued good cause due to being victims of domestic abuse (MPP Section 42- 713.221(a) and MPP Section 42-713.41). Exemptions In addition to opportunities to cure sanctions by providing alternative activities or good cause, exemptions are another possible strategy to cure sanctions. Although individuals https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/6EAS.pdf?ver=2018-01-02-144659-983 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/6EAS.pdf?ver=2018-01-02-144659-983 https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACWDL\/2020\/ACWDL_6-29-20.pdf https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACWDL\/2020\/ACWDL_6-29-20.pdf https:\/\/www.cdss.ca.gov\/lettersnotices\/entres\/getinfo\/acl03\/pdf\/03-59.pdf https:\/\/www.cdss.ca.gov\/inforesources\/forms-brochures\/forms-alphabetic-list https:\/\/www.cdss.ca.gov\/inforesources\/forms-brochures\/forms-alphabetic-list https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACWDL\/2020\/ACWDL_6-29-20.pdf https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/6EAS.pdf?ver=2018-01-02-144659-983 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/6EAS.pdf?ver=2018-01-02-144659-983 https:\/\/cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACWDL\/2020\/ACWDL_Covid19_3-12-20.pdf https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACWDL\/2020\/ACWDL_6-29-20.pdf https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/6EAS.pdf?ver=2018-01-02-144659-983 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/6EAS.pdf?ver=2018-01-02-144659-983 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/6EAS.pdf?ver=2018-01-02-144659-983 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/6EAS.pdf?ver=2018-01-02-144659-983 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/6EAS.pdf?ver=2018-01-02-144659-983 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/6EAS.pdf?ver=2018-01-02-144659-983 All County Information Notice No. I-59-20 Page Three may not have qualified for an exemption at the time a sanction was originally applied, it is possible the individual’s circumstances have changed. When reaching out to the sanctioned population regarding alternate activities and good cause, the CWDs may also look into whether an individual is no longer able to participate in WTW activities due to a qualifying exemption as described in MPP Section 42-712. Sanctioned individuals found to have an exemption will have aid restored without the need for a curing plan. Clients in good cause or exemption status are not subject to a WTW sanction for non- participation and continue to receive the full family grant based on the size of the Assistance Unit, including the adult(s) portion. Sanction Curing and Noncompliance CalWORKs WTW clients cannot be required to participate in activities that are not: 1) available, 2) appropriate, or 3) required, including due to good cause. Currently, state law requires the establishment of an individual cure plan to resolve a WTW sanction. The CWDs are encouraged to reach out to sanctioned individuals to determine if the sanction may be cured with good cause or other activities that can be completed during the ongoing pandemic. The CWDS are encouraged to use multiple types of outreach that may be most effective while staff are teleworking or otherwise unable to have in-person contact due to COVID-19. Strategies may include phone calls and following up by mailing forms such as the WTW 27 form to encourage individuals to engage with the CWD in order to cure their sanctions. Currently Sanctioned Individuals For sanctioned clients who may now have good cause not to participate in activities as described above, or whose cure plan contains activities that are no longer available or appropriate, CWDs should implement cure plans documenting that the activity the client failed to perform is not available or appropriate due to the COVID-19 emergency. The cure plan may specify an alternative, appropriate activity (or activities) for the client to perform, which should be compliant with directives and public health guidance related preventing the spread of COVID-19. This may include, but is not limited to, reviewing orientation materials or conducting job search online in lieu of attending orientation. However, in instances where assigning another appropriate activity is not practical or feasible due to restrictions surrounding COVID-19, CWDs may implement cure plans reflecting the lack of appropriate activities, stating that the client temporarily has good cause not to participate. Clients that agree to a cure plan based on good cause will continue to have good cause and not be subject to noncompliance or sanction until https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/6EAS.pdf?ver=2018-01-02-144659-983 https:\/\/www.cdss.ca.gov\/cdssweb\/entres\/forms\/English\/WTW27.pdf All County Information Notice No. I-59-20 Page Four flexibilities provided in the ACWDL Dated June 29, 2020 due to COVID-19 expire, or the county determines that good cause is no longer appropriate. Individuals in Noncompliance For clients who are in the noncompliance process but are not yet sanctioned, CWDs should make all attempts to avoid imposing the sanction by offering other available and appropriate (online or alternate) activities. Alternatively, counties may apply good cause as appropriate either on a case-by-case basis or in accordance with a blanket good cause policy to avoid imposing a sanction. As stated in MPP Section 42-721.231(e) an individual may establish good cause over the telephone instead of attending an appointment during the noncompliance process. Telephonic or Electronic Signatures In accordance with the ACWDL dated March 13, 2020, CWDs should use the most effective practices available to streamline and expedite the execution of cure plans, including the use of phone interviews, mail-in plans, digital signatures and all electronic means available. See ACL 16-119 and ACIN I-56-18 for guidance on phone interviews and see ACL 17-57 for guidance on telephonic and electronic signatures. Counties may implement any method of telephonic signature or electronic signature, in compliance with state and federal program requirements, that is supported by county business practices, available technology, and corresponding funding. If the CWD is unable to currently accept telephonic or electronic signatures, the individual may\u2014under the temporary flexibilities provided in the ACWDL Dated June 29, 2020\u2014verbally attest to the information in the curing plan prior to the CWD obtaining a wet signature. The CWD must carefully document this in the case file and follow-up by mailing a hard copy of the plan with a postage paid envelope for the individual to return with a wet signature. Verbal attestation must only be used when the CWD lacks the capability to accept a telephonic or electronic signature. Supportive Services As stated in MPP Section 42-750.11, necessary supportive services shall be available to every participant in order to participate in the program activity to which he or she is assigned or to accept or retain employment. If necessary supportive services are not available, the individual shall have good cause for not participating under MPP Section 42-713.21. Since many schools and daycares are currently closed due to COVID-19, CWDs should take this into consideration when determining good cause and curing an individual’s sanction. https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACWDL\/2020\/ACWDL_6-29-20.pdf https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/7EAS.pdf?ver=2019-02-13-113621-843 https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACWDL\/2020\/ACWDL_Covid19_3-12-20.pdf https:\/\/www.cdss.ca.gov\/lettersnotices\/EntRes\/getinfo\/acl\/2016\/16-119.pdf https:\/\/www.cdss.ca.gov\/Portals\/9\/ACIN\/2018\/I-56-18.pdf?ver=2018-09-13-114250-947 https:\/\/www.cdss.ca.gov\/Portals\/9\/ACL\/2017\/17-57.pdf?ver=2019-06-26-135917-330 https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACWDL\/2020\/ACWDL_6-29-20.pdf https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACWDL\/2020\/ACWDL_6-29-20.pdf https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/7EAS.pdf?ver=2019-02-13-113621-843 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/6EAS.pdf?ver=2018-01-02-144659-983 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/6EAS.pdf?ver=2018-01-02-144659-983 All County Information Notice No. I-59-20 Page Five If you have any questions or need additional guidance regarding the information in this ACIN, contact the CDSS CalWORKs Engagement Bureau at (916) 654 2137. Sincerely, Original Document Signed By KRISTINA MEZA Branch Chief CalWORKs and Family Resilience Branch SUBJECT: GOOD CAUSE AND OTHER STRATEGIES TO CURE SANCTIONS FOR CALIFORNIA WORK OPPORTUNITY AND RESPONSIBILITY TO KIDS (CalWORKs) WELFARE-TO-WORK (WTW) PARTICIPANTS UNABLE TO PARTICIPATE DUE TO THE ONGOING IMPACT OF COVID-19 Outreach Strategies Good Cause Exemptions Sanction Curing and Noncompliance Currently Sanctioned Individuals Individuals in Noncompliance Telephonic or Electronic Signatures Supportive Services ”

” March 31, 2020 CALIFORNIA DEPARTMENT OF SOCIAL SERVICES EXECUTIVE SUMMARY ALL COUNTY LETTER NO. 20-33 This All County Letter provides placement preservation and emergency planning guidance to county and tribal child welfare agencies, probation departments, and children’s residential programs and service providers regarding the care of children, nonminor dependents, and families who are exposed to, present symptoms of, or test positive for, the Novel Coronavirus (COVID-19) during this state of emergency. March 31, 2020 ALL COUNTY LETTER NO. 20-33 TO: ALL FOSTER CARE MANAGERS ALL COUNTY WELFARE DIRECTORS ALL COUNTY MENTAL HEALTH DIRECTORS ALL CHIEF PROBATION OFFICERS ALL CHILD WELFARE SERVICES PROGRAM MANAGERS ALL COUNTY WELFARE FISCAL OFFICERS ALL INDEPENDENT LIVING PROGRAM MANAGERS ALL INDEPENDENT LIVING PROGRAM COORDINATORS ALL TRANSITIONAL HOUSING COORDINATORS ALL COUNTY RFA AND ADOPTION PROGRAM MANAGERS ALL CDSS ADOPTION REGIONAL OFFICES ALL LICENSED ADOPTION AGENCIES ALL LICENSED FOSTER FAMILY AGENCIES ALL TITLE IV-E AGREEMENT TRIBES SUBJECT: PLACEMENT PRESERVATION GUIDANCE FOR COUNTY AND TRIBAL CHILD WELFARE AGENCIES, PROBATION DEPARTMENTS, AND CHILDREN’S RESIDENTIAL CARE PROVIDERS IN THE EVENT A CHILD, NONMINOR DEPENDENT, OR CARE PROVIDER IS EXPOSED TO, PRESENTS SYMPTOMS OF, OR TESTS POSITIVE FOR, COVID-19 REFERENCE: GOVERNOR’S PROCLAMATION OF A STATE OF EMERGENCY, MARCH 4, 2020 The purpose of this letter is to provide county and tribal child welfare social workers, juvenile probation officers, caregivers, and licensed or approved children’s residential care providers with guidance on meeting the placement preservation needs of children and nonminor dependents in out-of-home placement in circumstances where a child, caregiver or other individual associated with the placement is exposed to, presents symptoms of, or tests positive for, COVID-19.1 1 For purposes of this ACL, both the novel coronavirus and the illness it causes will be referred to as COVID-19. https:\/\/www.gov.ca.gov\/wp-content\/uploads\/2020\/03\/3.4.20-Coronavirus-SOE-Proclamation.pdf https:\/\/www.gov.ca.gov\/wp-content\/uploads\/2020\/03\/3.4.20-Coronavirus-SOE-Proclamation.pdf All County Letter No. 20-33 Page Two The provision of care and supervision to children in out-of-home care is considered an essential, critical infrastructure function. CDSS recognizes that caregivers and residential care staff are providing one of the most essential safety-net services to our most vulnerable children during this time of crisis. The well-being of these children depends on caregivers and staff who feel safe and supported. To that end, CDSS supports a close partnership between county agencies, tribal partners, licensed providers, and relevant state agencies to ensure that children, caregivers and residential care providers receive services, supports, consultation, guidance, and practical resources they need. The guidelines in this letter are intended to provide clarity regarding the standard of care and practice that children in care should receive in their homes or in children’s residential facilities, while recognizing that state, tribal, and county partners have a critical role to play in supporting our foster care providers. Planning and Preparedness The California Department of Social Services (CDSS) recommends that children’s residential providers and county service providers follow guidance or instructions from health care providers, the Centers for Disease Control and Prevention (CDC), the California Coronavirus (COVID-19) Response, the California Department of Public Health (CDPH), and local health departments. Additional guidance applicable to licensed providers and Foster Family Agency (FFA) certified or approved homes is available in CDSS Provider Information Notices (PINs). The CDPH website is regularly updated with the most recent guidance as the response to COVID-19 evolves. The CDC provides guidance for actions to take if an individual, or someone they are caring for, exhibits symptoms of, or tests positive for, COVID-19, as well as steps to take to mitigate the spread of COVID-19: CDC Guidance If You Are Sick or Caring for Someone. Additionally, the Los Angeles Department of Public Health has created consumer-friendly guides for home care relevant to isolation and respiratory symptoms. The following developmentally appropriate communication materials will be useful for counties, caregivers, and providers communicating with children about the COVID-19 pandemic: CDC Guidance: Talking with children about Coronavirus Disease 2019 American Academy of Child and Adolescent Psychiatry: Talking to Children About Coronavirus National Association of School Psychologists: Talking to Children About COVID-19 (Coronavirus): A Parent Resource https:\/\/www.cdc.gov\/coronavirus\/2019-ncov\/hcp\/guidance-prevent-spread.html http:\/\/www.covid19.ca.gov\/ https:\/\/www.cdph.ca.gov\/Programs\/CID\/DCDC\/Pages\/Immunization\/nCOV2019.aspx https:\/\/www.cdph.ca.gov\/Programs\/CID\/DCDC\/Pages\/Immunization\/nCOV2019.aspx https:\/\/www.cdph.ca.gov\/Programs\/CID\/DCDC\/Pages\/Immunization\/Local-Health-Department.aspx https:\/\/www.cdss.ca.gov\/inforesources\/community-care-licensing https:\/\/www.cdph.ca.gov\/Programs\/CID\/DCDC\/Pages\/Guidance.aspx https:\/\/www.cdc.gov\/coronavirus\/2019-ncov\/if-you-are-sick\/index.html https:\/\/www.cdc.gov\/coronavirus\/2019-ncov\/if-you-are-sick\/index.html http:\/\/publichealth.lacounty.gov\/acd\/docs\/HomeisolationenCoV.pdf http:\/\/publichealth.lacounty.gov\/acd\/docs\/COVHomeCare.pdf https:\/\/www.cdc.gov\/coronavirus\/2019-ncov\/community\/schools-childcare\/talking-with-children.html https:\/\/www.aacap.org\/App_Themes\/AACAP\/Docs\/latest_news\/2020\/Coronavirus_COVID19__Children.pdf https:\/\/www.aacap.org\/App_Themes\/AACAP\/Docs\/latest_news\/2020\/Coronavirus_COVID19__Children.pdf file:\/\/\/C:\/Users\/srogers\/Documents\/ %09https:\/www.nasponline.org\/resources-and-publications\/resources-and-podcasts\/school-climate-safety-and-crisis\/health-crisis-resources\/talking-to-children-about-covid-19-(coronavirus)-a-parent-resource file:\/\/\/C:\/Users\/srogers\/Documents\/ %09https:\/www.nasponline.org\/resources-and-publications\/resources-and-podcasts\/school-climate-safety-and-crisis\/health-crisis-resources\/talking-to-children-about-covid-19-(coronavirus)-a-parent-resource All County Letter No. 20-33 Page Three It is critical that county placing agencies partner with local public health departments, county mental health, Indian Health Clinics, tribal mental health providers, and the local medical care system to develop locally-specific protocols and information for caring for children in out-of-home placement, including responsive access to telehealth consultation, education, and support for home-based caregivers and children’s residential care providers within their county that they can provide to caregivers and residential staff. Children and their caregivers, including staff of children’s residential programs, may feel particularly anxious and uncertain in this time of emergency and need to know they have the support they need. The best placement preservation strategy for families and residential providers during this time is frequent communication, access to necessary supports and services, and a clear place to turn if there is an unmet need. County placing agencies unable to coordinate these resources locally may request technical assistance and support by emailing [email protected]. The Indian Child Welfare Act and Children in Care Counties and service providers are reminded that the provisions of the Indian Child Welfare Act of 1978 (ICWA) continue to be in force during this emergency, and all existing federal and state ICWA requirements must be met. Counties should contact both local tribes and any specific Indian child’s tribe(s) to determine whether the tribe(s) have changed any of their own procedures in response to the COVID-19 pandemic and to ensure the accuracy of contact information for tribal representatives and service providers. Counties and tribes may need to develop or modify interim inter-governmental protocols during this emergency. The CDSS’s Office of Tribal Affairs and other programs are available to provide technical assistance to all tribes on accessing child welfare services. The Office of Tribal Affairs can be reached at (916) 651-6160 or [email protected]. COVID-19 Symptoms or Exposure: Placement Preservation For purposes of this section, a child’s home or household is the family home or children’s residential care facility where the child is placed. Families and appropriate residential staff are empowered to make appropriate, ordinary medical decisions and appropriate arrangements for medical care on behalf of the children in their care.2 Children who have exposure to, or exhibit symptoms of, COVID- 19 should be cared for in a way that is consistent with the current, available public health and medical guidance provided to all families. Both families and residential care 2 Welfare & Institutions Code 16519.57; Health and Safety Code 1507, 1530, and 1530.6; 22 CCR 80075 mailto:[email protected] mailto:[email protected] All County Letter No. 20-33 Page Four providers and staff should familiarize themselves with home care protocols for children who are exhibiting symptoms of COVID-19 and with transmission mitigation strategies recommended by public health officials, such as those provided in the Planning and Preparedness section of this letter, and should work closely with county placing agencies to have up-to-date medical information for each child and contact information for telehealth consultation whenever there is a health related concern. When circumstances do not require admission to an inpatient healthcare facility, children should be cared for at home, taking recommended precautions. Children who are experiencing mild or moderate symptoms of COVID-19, or who have been exposed or potentially exposed to COVID-19, should not be relocated or issued a 14-day notice during the pandemic. Additionally, the fact that a child has been exposed to COVID-19 or tests positive for COVID-19 is not in and of itself a reason for placing a child into group care. Relocation could cause significant trauma to the child and may contribute to additional community spread, placing an unnecessary strain on the child and on emergency COVID-19 response infrastructure and mitigation efforts. Identifying alternative placements for any child is extremely challenging in this time of restricted travel and increased social distancing. The child welfare system must prioritize placement preservation as a key strategy. At the same time, please note that children in congregate care settings should continue to be reunified with their families or moved into home-based care settings, as appropriate and consistent with any existing court orders. Any requests for an unplanned discharge or 14-day notice for a child should comply with existing placement preservation strategies and requirements.3 Due to the COVID- 19 emergency, there may not be a safe alternative placement readily available, and therefore families and facilities should take into account whether all alternatives have been properly considered to maintain the child in the home, such as relocating children to other bedrooms, units, or homes on the property, hiring additional temporary staff pursuant to CDSS licensing waivers, requesting additional resources from the placing agency, or arranging additional support from community partners or agencies. If a placement change is unavoidable, counties should first consider home-based alternatives to care including reunification, extended home visits, or emergency placements. In the case of an Indian child, a placement change must be in accordance with federal and state law and ICWA placement preferences. For assistance with recruitment strategies or materials for identifying new emergency caregivers, contact [email protected]. 3 Welfare and Institutions Code section 16010.7; Provider Information Notice 19-07-CRP; and ACL 19-26 mailto:[email protected] http:\/\/leginfo.legislature.ca.gov\/faces\/codes_displaySection.xhtml?sectionNum=16010.7.&lawCode=WIC https:\/\/www.cdss.ca.gov\/Portals\/9\/Children’s%20Residential\/PIN_19-07_CRP_AB_2247_Placement_Change_Requirements.pdf https:\/\/www.cdss.ca.gov\/Portals\/9\/ACL\/2019\/19-26.pdf?ver=2019-05-13-154257-380 All County Letter No. 20-33 Page Five COVID-19 Symptoms or Exposure: Guidelines for Isolation, Quarantine, and Care For purposes of this section, a child’s home or household is the family home or children’s residential care facility where the child is placed. Public health guidance emphasizes that most people who get sick with COVID-19 will have mild symptoms and should recover at home. In circumstances where the child has symptoms of COVID-19, the Department recommends that caregivers and residential staff contact the child’s health care provider and monitor the child for worsening symptoms. Caregivers and staff should also do the following: Have healthcare providers’ contact information on hand for all members of the household. If symptoms worsen, call the individual’s healthcare provider. For medical emergencies, call 911 and notify the dispatch personnel that they have or are suspected to have COVID-19. Consistent with public health guidance, individuals who are sick should have a separate bedroom, and, if possible, bathroom, and should avoid sharing personal household items, like dishes, towels, and bedding. If a caregiver has been exposed to, presents symptoms of, or tests positive for, COVID- 19, the caseworker should ensure that the caregiver has support in caring for the child and in effectively self-isolating, including through the resources linked here. Caregiver exposure or illness is not in and of itself reason for moving a child. When a health professional has recommended that a child or caregiver should be isolated or quarantined due to COVID-19 exposure or symptoms, the county or Foster Family Agency, as applicable, should work with the caregiver to develop an emergency plan to meet practical needs such as food delivery, medication delivery, telehealth consultations, and mental health services. If the child is in a facility, the county should assist the residential care provider with their emergency plan to meet practical needs, as necessary. The CDC guidance provides consumer-friendly information for caregivers in the event someone in the home develops symptoms of COVID-19, and recommends that caregivers monitor for emergency signs, prevent the spread of germs, treat symptoms, and carefully consider when to end home isolation, consistent with any existing stay-at- home orders currently in place in California. http:\/\/www.nationalparenthelpline.org\/find-support\/state-resources\/california-resources https:\/\/www.cdc.gov\/coronavirus\/2019-ncov\/if-you-are-sick\/steps-when-sick.html https:\/\/www.cdc.gov\/coronavirus\/2019-ncov\/if-you-are-sick\/care-for-someone.html#monitor https:\/\/www.cdc.gov\/coronavirus\/2019-ncov\/if-you-are-sick\/care-for-someone.html#prevent https:\/\/www.cdc.gov\/coronavirus\/2019-ncov\/if-you-are-sick\/care-for-someone.html#treat https:\/\/www.cdc.gov\/coronavirus\/2019-ncov\/if-you-are-sick\/care-for-someone.html#when All County Letter No. 20-33 Page Six Guidelines Specific to a Congregate Care Children’s Residential Care setting Control of COVID-19 exposure and outbreaks is particularly challenging in congregate care settings due to rotating employees entering and exiting the facility daily, larger populations of children in close quarters, and challenges implementing regimented sanitizing throughout the day. Therefore, children’s residential care providers should establish health screening protocols for new admissions, for children returning from being off the premises of the facility, and for staff who enter and exit the facility each day. In accordance with CDC guidelines, the facility should utilize the same screening principles for new admissions as is used for staff who enter and exit the facility each day. The facility may request a county to provide a health screen for COVID-19 from a public health nurse, the child’s primary care physician, or another medical professional, as relevant and necessary for the children in their care. When a health professional has recommended that a child residing in a congregate residential care facility should be isolated due to COVID-19 exposure or symptoms, the provider should attempt to isolate the child in the facility. Smaller facilities or individual cottages may need to be quarantined as a unit when a child who tests positive for COVID-19 has been in close contact with other children prior to testing, if consistent with public health guidance or the recommendations of the contacted health care professional. Please check the CDSS Children’s Residential Program Provider Information Notice web page for forthcoming detailed information regarding capacity and bedroom sharing flexibilities to enable providers to respond to this need to provide isolation or dedicated units for specific populations. Please contact [email protected] for technical assistance obtaining provider examples of emergency plans that respond to this need. The CDC has provided guidance for how to identify individuals of any age who may have a higher risk of severe illness. In the event that a congregate care facility believes that a child in their care may be at high-risk for severe illness, the provider should contact the placing agency, and seek a telehealth consultation to determine whether the child’s placement in a congregate care setting is a health risk for the child and whether an alternative placement for the child is needed. Depending upon the medical recommendations of the health professional, the provider-led response should seek to keep the child safe in the facility, or the county-led response should identify the best placement option for the child if the child cannot be safely cared for in the facility. These options include efforts to place the child into a smaller family home environment, including reunification, extended home visits, or emergency placements using the rate flexibility described below. They may also include identifying units of cottages that minimize the number of different direct care staff entering the facility. Please see this letter’s Attachment for recommendations regarding the development of an emergency https:\/\/www.cdss.ca.gov\/inforesources\/community-care-licensing\/policy\/provider-information-notices\/childrens-residential https:\/\/www.cdss.ca.gov\/inforesources\/community-care-licensing\/policy\/provider-information-notices\/childrens-residential mailto:[email protected] https:\/\/www.cdc.gov\/coronavirus\/2019-ncov\/specific-groups\/people-at-higher-risk.html All County Letter No. 20-33 Page Seven plan. A provider should not issue a 14-day notice solely related to a determination of high-risk without following the procedures outlined above. Children’s residential care providers should ensure the development of an emergency plan, in coordination with county agencies, in preparation for: Providing care to a child who has been exposed to, presents symptoms of, or tests positive for, COVID-19; Providing appropriate care and supervision for children in the facility due to COVID-19 related staffing shortages; and Coordinating with each child’s placing agency for a safe transition into a new placement in the event the facility cannot continue to operate due to COVID-19 associated impacts, such as staffing shortages. In the case of an Indian child, changes of placement shall be made in compliance with applicable state and federal law and ICWA placement preferences. Guidance Specific to County Agency Emergency Contingency Planning CDSS recommends that county placing agencies ensure that a COVID-19 emergency plan is developed for each child in a congregate care setting to prepare for circumstances in which a provider is unable to maintain appropriate staffing to care for the child, or circumstances in which the child has been exposed to, presents symptoms of, or tests positive for, COVID-19. Guidance contained in the Attachment to this letter seeks to identify steps and resources to support development of a plan that ensures that all children will have access to developmentally appropriate care. Additionally, county placement workers should consider that the availability of new placements into congregate care may be impacted at this time, and there may be increased risks of placement disruption due to facility staffing issues or COVID-19 related isolation and quarantine responses. The Department strongly recommends that an emergency plan be developed, and court authorized as necessary, for all children and youth residing in a congregate care setting should the facility become unable to care for the child, including a plan for a circumstance in which the provider is unable to care for children in the facility due to a lack of staffing or immediate closure due to COVID-19 impacts. Effective Period of this Guidance The guidance in this ACL regarding emergency planning and caring for children when the child or caregiver is exposed to, presents symptoms of, or tests positive for, COVID- 19 is specific to the current state of emergency related to the COVID-19 crisis, and All County Letter No. 20-33 Page Eight therefore expires on June 30, 2020, unless the Department provides notice of it ending sooner or of an extension to the timeframe during which it is in effect. Any policy questions regarding this ACL should be directed to [email protected]. Any licensing related questions should be directed to the duty officer of the CCLD local regional office available at Children’s Residential Regional Office. Sincerely, Original Document Signed By: GREGORY E. ROSE Deputy Director Children and Family Services Division Attachment mailto:[email protected] https:\/\/www.cdss.ca.gov\/Portals\/9\/CCL\/ChildrensResidentialDirectory.pdf ATTACHMENT CHILD-SPECIFIC EMERGENCY PLAN RECOMMENDATIONS FOR PLACING AGENCIES AND COURTS Please note that forthcoming guidance may offer additional resources and flexibilities to assist in emergency planning, and in effectuating the recommendations outlined below. Placement Preservation Questions (for use in partnership with facility or home): How can staff and isolation-related needs be addressed in the facility? \u2751 Can units or unique spaces be established to meet the need for isolation or quarantine? \u2751 Can bedroom sharing flexibilities address the need for single occupancy rooms? \u2751 Can lower-risk staff be reassigned to care for a COVID-infected youth? \u2751 Can the county provide staffing support if the facility lacks staff? \u2751 Can other agencies in the region share staff in the event of a staffing shortage at a facility? \u2751 Are there newly unemployed child-care staff, educational aides, or others who may be newly available to provide temporary staffing support? \u2751 Have medical or health educators been brought to the facility to help educate and prepare staff and youth? \u2751 Are there new modalities for tele-health behavioral health or mental health services that can be made available at increased frequency? \u2751 Are there educational resources that the child received at school that could be implemented at home in the facility? \u2751 Can in-home health care staff be arranged to assist in the home care of the youth? \u2751 In the case of an Indian child, is the child’s Indian tribe, an Indian health clinic or Indian organization available that may be able to provide supports to the child? What does the child or youth identify as needs? \u2751 Can developmentally appropriate devices, media subscriptions, video- conferencing technology be made available to support the child? \u2751 Can a youth’s willingness or ability to comply with public health or medical guidance be increased through incentives, including gift cards, games, or other requests of the child? \u2751 Are there special people who may be influential to the child who can help the child through this difficult time, including parents? \u2751 In the case of an Indian child, has the child’s tribe been contacted? Reunification: Due to the public health crisis, and risk of placement instability during this time, CDSS recommends that placing agencies and courts re-evaluate the best interests of the child and reconsider reunification, with supports and services that address any barriers that may be identified. \u2751 Where the child is an Indian child, consult with the child’s tribe regarding whether reunification may be appropriate. \u2751 Are there positive developments in the court-ordered case plan that demonstrate the parent’s commitment to reunifying with the child? \u2751 Are there parents who have lost parental rights, but whose circumstances have changed for the better, and\/or the age of the child or youth now supports placement together as a family? \u2751 Are there any practical supports that could overcome primary barriers to reunification? \u2751 Can Wraparound, Full Service Partnerships, or other similar family-centered programming be made available on an emergency basis as a component of the emergency plan? \u2751 Can specialty mental health supports be made available to enable safe reunification? \u2751 Can community-based organizations be utilized to provide unmet needs due to the emergency? \u2751 Are there other supportive adults who can be asked to assist the family reunification plan due to the emergency? \u2751 Does the youth have siblings in care, and could the youth be reunited with those siblings? Emergency Caregiver placements: \u2751 Has the child or youth ever identified a person he\/she\/they would like to live with who could care for them? Consider re-contacting those who have previously been contacted and considered in case they may be an appropriate placement now, even if they weren’t in the past. \u2751 Are there relatives or NREFM whose circumstances have changed for the better, and\/or the age of the child now supports placement? \u2751 Where the child is an Indian child, contact the child’s Indian custodian and tribal representative for assistance in identifying prospective caregivers. \u2751 Ask the youth, or other individuals identified above, if there is a person who could assist in identifying another potential caregiver for the youth. \u2751 Are there any practical supports (provided through the new resources and flexibilities) that could overcome primary barriers to the caregiver’s ability to care for the child or youth? \u2751 Can Wraparound, Full Service Partnerships, or other similar family-centered programming be made available on an emergency basis as a component of the emergency plan? \u2751 Can specialty mental health supports be made available to facilitate the placement? \u2751 Can community-based organizations be utilized to provide unmet needs due to the emergency? ”

” August 26, 2020 CALIFORNIA DEPARTMENT OF SOCIAL SERVICES EXECUTIVE SUMMARY ALL COUNTY LETTER NO. 20-100 The purpose of this All County Letter (ACL) is to provide guidance on the placement use of a Temporary Shelter Care Facility licensed to operate on an emergency basis (E-TSCF). An E-TSCF is a placement alternative of last resort for the care of children who have known exposure to, present symptoms of, or test positive for, the Novel Coronavirus Disease (COVID-19). August 26, 2020 ALL COUNTY LETTER NO. 20-100 TO: ALL COUNTY WELFARE DIRECTORS ALL TITLE IV-E AGREEMENT TRIBES ALL CHILDREN’S RESIDENTIAL LICENSEES ALL CHIEF PROBATION OFFICERS ALL COUNTY MENTAL HEALTH PLAN DIRECTORS SUBJECT: UTILIZATION OF TEMPORARY SHELTER CARE FACILITY ON AN EMERGENCY BASIS (E-TSCF) FOR COVID-19 AS A PLACEMENT OF LAST RESORT REFERENCE: GOVERNOR’S PROCLAMATION OF A STATE OF EMERGENCY, MARCH 4, 2020; PIN 20-11-CRP, PIN 20-14-CRP The purpose of this letter is to provide guidance to county child welfare agencies, Title IV-E Agreement Tribes,1 and juvenile probation departments on the placement use of a Temporary Shelter Care Facility2 licensed to operate on an emergency basis (E-TSCF). An E-TSCF will be a placement alternative of last resort for the care of children who have known exposure to, present symptoms of,3 or test positive for, COVID-19. The purpose of an E-TSCF is to care exclusively for children4 who have tested positive for, exhibit symptoms of, or have known exposure to, COVID-19. Although not required, home-based or home-like settings are preferred for use as an E-TSCF. For additional information on the operational requirements of an E-TSCF, or if you are a county or a licensee that seeks licensure as an E-TSCF, please refer to the waiver and licensure process described in PIN 20-14-CRP. 1 For the purpose of this notice, a Title IV-E Agreement tribe means those with an agreement pursuant to WIC section 10553.1. 2 As defined in HSC section 1530.8. 3 As confirmed by a medical provider. 4 For purposes of this ACL, the term children means children in out-of-home placement and includes, but is not limited to, minors in foster care supervised by the probation department and nonminor dependents. https:\/\/www.gov.ca.gov\/wp-content\/uploads\/2020\/03\/3.4.20-Coronavirus-SOE-Proclamation.pdf https:\/\/www.gov.ca.gov\/wp-content\/uploads\/2020\/03\/3.4.20-Coronavirus-SOE-Proclamation.pdf https:\/\/www.cdss.ca.gov\/Portals\/9\/CCL\/Childrens-Residential-Licensing\/2020%20PINs\/PIN%2020-11-CRP%20STATEWIDE%20WAIVER%20FOR%20LICENSURE%20AND%20OPERATION%20OF%20AN%20EMERGENCY%20TEMPORARY%20SHELTER%20CARE%20FACILITY%20.pdf?ver=2020-05-15-174825-333 https:\/\/www.cdss.ca.gov\/Portals\/9\/CCLD\/PINs\/2020\/CRP\/PIN%2020-14-CRP.pdf?ver=2020-06-30-135727-850 https:\/\/www.cdss.ca.gov\/Portals\/9\/CCLD\/PINs\/2020\/CRP\/PIN%2020-14-CRP.pdf?ver=2020-06-30-135727-850 All County Letter No. 20-100 Page Two Placement into an E-TSCF The experience of quarantine and isolation for a child in an out-of-home placement poses a significant risk of causing additional trauma. Children should only be placed into quarantine or isolation conditions when medically recommended and in accordance with public health guidance, including guidance regarding quarantine, isolation, and cohorting, as outlined in ACIN I-50-20\/PIN 20-12-CRP. Such quarantine or isolation must also be compliant with the Terms and Conditions listed within PIN 20-14-CRP. When the recommendation of a child’s medical provider and the medical guidance related to COVID-19 require a child to be isolated or quarantined, all placement preservation strategies must be utilized to prevent or reduce further trauma resulting from unnecessary placement changes. Symptoms of, known exposure to, or a positive test for COVID-19 are not in and of themselves reasons enough to terminate a child’s placement or to support placement in an E-TSCF. Termination of a child’s placement and placement in an E-TSCF can only occur after all placement preservation strategies have been explored and exhausted and all other placements have been determined to be unavailable and\/or inappropriate for each specific child who needs a new placement. In cases involving an Indian child who has known exposure to, exhibits symptoms of, or tests positive for COVID-19, the Indian child’s tribe should immediately be notified of the child’s health status and informed of any potential or actual need for a placement change during the isolation or quarantine period. Further, when an Indian child is subject to isolation or quarantine and the existing placement cannot be maintained, the county should collaborate with the Indian child’s tribe to explore appropriate placement options that are consistent with the Indian Child Welfare Act (ICWA) placement preferences. All placement disruptions of an Indian child should be analyzed and documented in compliance with the ICWA placement preferences and Welfare & Institutions Code Section 361.31. The emergency declaration has not superseded application of the ICWA. Further, when an Indian child is subject to these requirements, the Indian child retains the right to live in a home that upholds the prevailing social and cultural standards of the child’s Indian community, including but not limited to, family, social, and political ties.5 Counties should work closely with the child’s tribe and Indian service providers to exhaust the preferred placements before using an E-TSCF for an Indian child. Placement Preservation Strategies Given the potential harm presented by a temporary relocation to an E-TSCF, placement preservation strategies, as discussed in ACL 20-33 and extended through ACL 20-74, must be exhausted prior to the relocation. Options to prevent a 5 WIC section 16001.9 (a)(1) https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACINs\/2020\/I-50-20.pdf https:\/\/www.cdss.ca.gov\/Portals\/9\/CCLD\/PINs\/2020\/CRP\/PIN%2020-14-CRP.pdf?ver=2020-06-30-135727-850 https:\/\/cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACLs\/2020\/20-33.pdf https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACLs\/2020\/20-74.pdf All County Letter No. 20-100 Page Three placement change may include, but are not limited to the following: 1. Review the child’s and family of origin’s circumstances to determine the appropriateness of reunification or extended visits with parents, consistent with ACL 20-58. 2. Consider home-based caregivers, which may include a resource family, tribally approved home, a licensed or certified foster family home, or an emergency caregiver who may or may not be related to the child. 3. Reconsider relatives or nonrelative extended family members previously determined not to be appropriate to see if their circumstances have changed for the better, and\/or the age, circumstances, or wishes of the child now supports placement. 4. In the case of an Indian child, the placing entity must notify and collaborate with the Indian child’s tribe to identify culturally specific placement preservation strategies or legally authorized alternative placements available through the child’s tribe or Indian community. 5. Engage in intensive Wraparound or Wraparound-informed services as they relate to family finding, engagement, specialized permanency services, child and caregiver coaching and relationship support, and in-home support services that would allow the child to remain or be maintained in a home-based setting. For more information and support, please visit https:\/\/www.cdss.ca.gov\/inforesources\/cdss-programs\/foster-care\/wraparound or https:\/\/humanservices.ucdavis.edu\/blog\/foster-care-rates-during-covid-19- playbook-supporting-child-and-youth-permanency. 6. Determine whether the current residential facility, as applicable, is able to reallocate space resources for children with known exposure, showing symptoms of, or who test positive for COVID-19, as outlined in ACL 20-33 (extended through ACL 20-74), and PIN 20-08-CRP. 7. Utilize the flexibilities and waivers outlined in ACL 20-43, as extended and\/or revised by ACL 20-86. When a placement disruption is unavoidable, the child should be notified of the placement change in a trauma-informed and developmentally appropriate manner. E-TSCF Placement Requirements An E-TSCF is a placement of last resort made in accordance with public health guidance. Should a placing entity6 need to utilize such a facility, the following requirements must be met: 6 Placing entity includes county child welfare agencies, juvenile probation departments, and Title IV-E Agreement tribes, as applicable. https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACLs\/2020\/20-58.pdf?ver=2020-06-25-142709-830 https:\/\/www.cdss.ca.gov\/inforesources\/cdss-programs\/foster-care\/wraparound https:\/\/humanservices.ucdavis.edu\/blog\/foster-care-rates-during-covid-19-playbook-supporting-child-and-youth-permanency https:\/\/humanservices.ucdavis.edu\/blog\/foster-care-rates-during-covid-19-playbook-supporting-child-and-youth-permanency https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACLs\/2020\/20-33.pdf https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACLs\/2020\/20-74.pdf https:\/\/www.cdss.ca.gov\/Portals\/9\/CCL\/Childrens-Residential-Licensing\/2020%20PINs\/PIN%2020-08-CRP%20-%20Childrens%20Residential%20Program%20%20COVID-19%20Frequently%20Asked%20Questions.pdf?ver=2020-04-23-132457-573 https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACLs\/2020\/20-43.pdf https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACLs\/2020\/20-86.pdf All County Letter No. 20-100 Page Four 1. A child has been determined to have known exposure to, exhibits symptoms of, or tests positive for COVID-19. This determination should be made by the child’s medical provider and\/or the local public health department. 2. A medical professional recommends the child be placed in isolation or quarantine, and the current placement cannot accommodate the medical recommendation. 3. All alternative placement options and placement preservation strategies, outlined above and including consideration of the ICWA placement preferences in the cases of Indian children, have been exhausted and no other placement is available. 4. A child shall remain in this setting only for the duration of the medical recommendation for the child’s placement in isolation or quarantine that cannot be accommodated in a less restrictive setting. 5. The placing entity provides notice of the placement change consistent with existing law and regulations. In the case of an Indian child, the tribe must be notified and involved in the placement determinations consistent with the requirements of WIC section 361.31(g). Cohorting Although all children eligible for placement in an E-TSCF share the common experience of isolation or quarantine needs due to COVID-19, their individual needs may be different. The placing entity must determine whether it is appropriate to place children together (cohorted) in an E-TSCF. Children should not be cohorted solely because of the commonality of their COVID-19 exposure or infection. Each circumstance requires a case-by-case analysis, considering the totality of the circumstances. Additionally, there may be instances when a placing entity may consider using an E- TSCF for both dependent children and wards who have known exposure to, present symptoms of, or test positive for, COVID-19. Because care provided in an E-TSCF is not emergency shelter care as defined in WIC Section 16501 and the MPP, the WIC sections 206 and 16514(b) prohibitions on placing section 602 wards with dependents, nonminor dependents, voluntarily placed children, and section 601 wards do not apply. In order to place children under dependency jurisdiction and children under delinquency jurisdiction in the same E-TSCF, the caseworker with placement authority must follow the requirements of WIC Section 16514(c). The placing entity must therefore determine prior to the placement that both of the following are true: The E-TSCF has a program that meets the specific needs of the child being placed or detained, or if no program is required by law, the placement meets the specific needs of the child. All County Letter No. 20-100 Page Five There is a commonality of needs with the other children in the placement setting, which cannot be based solely on the fact that the child has known exposure to or tests positive for COVID-19. The determination must be made based upon the totality of the circumstances. E-TSCF Trauma Mitigation Strategies To prevent or mitigate the potential trauma that an E-TSCF placement may cause, the E-TSCF provider must adhere to relevant guidance. As outlined in PIN 20-14-CRP, a provider must ensure access to all necessary services, including, but not limited to, specialty mental health services, visitation, educational services, appropriate videoconferencing equipment, etc. If the child is an Indian child, the child has the right to have contact with tribal members and members of their Indian community consistent with the prevailing social and cultural conditions and way of life of the Indian child’s tribe.7 Additional trauma mitigation strategies adopted by caseworkers may include, but are not limited to: 1. Developing a plan for increased contacts utilizing technology-based visitation between the child and family, friends, tribal connections, other important individuals, and the prior placement care providers to whom the child will be returning, as appropriate. This plan should include ensuring the child has correct contact information for these individuals. 2. Engaging the child in a trauma informed, developmentally appropriate manner. 3. Utilizing programs and resources for developmental enrichment and supports to the child. 4. Maintaining the child’s existing supports and services, when possible, to encourage continuity of care while utilizing technology. 5. In cases involving an Indian child, working with the child’s tribe or other Indian services providers to offer services consistent with the prevailing social and cultural standards of the child’s Indian community and\/or tribe. 6. Ensuring the E-TSCF provider and staff have the support they need to provide appropriate care and supervision to the children in their care. Length of Stay Timeline and Procedure A child who is known to be exposed to, presents symptoms of, or tests positive for, COVID-19 may be placed in an E-TSCF only for the time period necessary to provide care and supervision for the child during the isolation or quarantine. In order to determine when the end of isolation or quarantine is appropriate, please refer to ACIN I- 50-20\/PIN 20-12-CRP and current CDC guidance. In all cases, CDPH and the CDC recommend that individuals follow the guidance of their medical provider and local 7 WIC section 16001.9 (a)(14) https:\/\/www.cdss.ca.gov\/Portals\/9\/CCLD\/PINs\/2020\/CRP\/PIN%2020-14-CRP.pdf?ver=2020-06-30-135727-850 https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACINs\/2020\/I-50-20.pdf https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACINs\/2020\/I-50-20.pdf https:\/\/www.cdc.gov\/coronavirus\/2019-ncov\/if-you-are-sick\/end-home-isolation.html?CDC_AA_refVal=https%3A%2F%2Fwww.cdc.gov%2Fcoronavirus%2F2019-ncov%2Fprevent-getting-sick%2Fwhen-its-safe.html All County Letter No. 20-100 Page Six health department. The decision to end home isolation should be made in consultation with the healthcare provider and local public health departments. Placement Post E-TSCF The placing entity should identify a post-E-TSCF placement prior to the child no longer being eligible for the E-TSCF. It is recommended that the placing entity give priority to returning the child to the placement that immediately preceded placement in the E-TSCF, whenever possible and appropriate. If reentry to the previous provider or home-based placement is currently not feasible, whether due to capacity or placement rejection by the care provider, a placement disruption Child and Family Team meeting should be called to identify and resolve the barriers hindering that return to the prior placement or to identify a new appropriate placement. Should the child have developed a positive relationship with an E-TSCF provider, it is recommended that the information be documented in their case plan when the child is transitioning to an appropriate placement. Should case mining occur in the future to identify possible connections, notable E-TSCF caregivers should be documented for future engagement, if possible. As with all healthy and appropriate placements and relationships, ongoing connection should be maintained between the child and the individual(s) with whom the relationship exists to support and promote social-emotional well-being, feelings of inclusion in a family or circle of support, and potential for permanency. Furthermore, this information should be appropriately documented in the case plan, delivered service logs, collateral contacts, and other helpful areas for future case file mining, family\/NREFM finding, engagement, and connection. Documentation Requirements Upon placement into an E-TSCF, the placing entity must: 1. Complete the child specific E-TSCF Placement Confirmation form, and submit it to [email protected]. A copy of the completed form should also be shared with the provider, to be included in the child’s care plan. 2. Maintain current documentation for all placements into any E-TSCF. Temporary placement into an E-TSCF (as well as a TSCF) represents a placement change, therefore the Child Welfare Services-Case Management System (CWS-CMS) must be updated to reflect the change. The form mentioned above outlines the activities undertaken to ensure that the E- TSCF was a placement of last resort, the child-specific services provided in the E- TSCF and the post-E-TSCF placement plan for the child. This form will act as validation that the placement has been completed in compliance with the requirements for the utilization of the E-TSCF and that the E-TSCF complies with PIN mailto:[email protected] https:\/\/www.cdss.ca.gov\/Portals\/9\/CCLD\/PINs\/2020\/CRP\/PIN%2020-14-CRP.pdf?ver=2020-06-30-135727-850 All County Letter No. 20-100 Page Seven 20-14-CRP. The form template will be sent to placing entities and will also be available upon request at [email protected]. Funding\/Claiming For a child placed in a licensed E-TSCF, the county may claim eligible expenditures using Emergency Assistance-Temporary Assistance to Needy Family (EA-TANF), funds. As with existing TSCFs, counties will be responsible for any nonfederal share of cost. Eligible expenditures for EA-TANF will be reported using existing Program Codes (PCs); no new PCs will be developed. Instructions for claiming and reporting of costs are identified in County Fiscal Letter (CFL) NO. 18\/19-20. Effective Dates of Waiver and Terms and Conditions The guidance in this ACL shall expire on September 30, 2020, unless otherwise specified by CDSS. If you have any questions regarding the information in this ACL, please contact [email protected]. For a copy of all other CDSS PINs related to COVID-19, please visit: www.cdss.ca.gov\/inforesources\/community-care-licensing. Sincerely, Original Document Signed By GREGORY E. ROSE Deputy Director Children and Family Services Division c: County Welfare Directors Association of California https:\/\/www.cdss.ca.gov\/Portals\/9\/CCLD\/PINs\/2020\/CRP\/PIN%2020-14-CRP.pdf?ver=2020-06-30-135727-850 mailto:[email protected] https:\/\/www.cdss.ca.gov\/Portals\/9\/CFL\/2018\/18-19_20.pdf mailto:[email protected] https:\/\/www.cdss.ca.gov\/inforesources\/community-care-licensing http:\/\/www.cdss.ca.gov\/inforesources\/community-care-licensing ”

” March 30, 2020 CALIFORNIA DEPARTMENT OF SOCIAL SERVICES EXECUTIVE SUMMARY ALL COUNTY LETTER NO. 20-31 This All County Letter provides county child welfare social workers and juvenile probation officers updated instructions regarding documenting of contacts completed with children and families through videoconferencing during the declared Coronavirus (COVID-19) State of Emergency. March 30, 2020 ALL COUNTY LETTER NO. 20-31 TO: ALL COUNTY WELFARE DIRECTORS ALL CHIEF PROBATION OFFICERS ALL INDEPENDENT LIVING PROGRAM MANAGERS ALL INDEPENDENT LIVING PROGRAM COORDINATORS ALL FOSTER CARE MANAGERS ALL TITLE IV-E AGREEMENT TRIBES ALL TRANSITIONAL HOUSING COORDINATORS ALL COUNTY RFA AND ADOPTION PROGRAM MANAGERS ALL CDSS ADOPTION REGIONAL OFFICES SUBJECT: DOCUMENTING CHILD WELFARE AND PROBATION CONTACTS BY ALTERNATE MEANS TO CHILDREN AND FAMILIES DURING NOVEL CORONAVIRUS (COVID-19) CALIFORNIA STATE OF EMERGENCY REFERENCE: PROVIDING OPTIMAL CHILD WELFARE AND PROBATION SERVICES TO CHILDREN AND FAMILIES DURING COVID-19 CALIFORNIA STATE OF EMERGENCY ALL COUNTY LETTER (ACL) 20-25; CHILD WELFARE POLICY MANUAL SECTION 7.3 TITLE IV-B, PROGRAMMATIC REQUIREMENTS, QUESTION #8; 42 U.S.C. 622(b)(17); GOVERNOR’S PROCLAMATION OF A STATE OF EMERGENCY, MARCH 4, 2020 The purpose of this letter is to provide county child welfare agencies and juvenile probation departments with guidance on how to document monthly caseworker visits or investigatory contacts that occurred via videoconferencing in the Child Welfare Services Case Management System (CWS\/CMS), consistent with the guidance stated in ACL 20- 25 as it relates to the Novel Coronavirus (COVID-19) state of emergency in California. Any form of communication with child(ren), nonminor dependent (NMD), parent(s), and providers must be documented within CWS\/CMS. It is recommended that all of these contacts be in the contact notes and include the method through which the visit was conducted (e.g. videoconferencing). https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACLs\/2020\/ACL20-25.pdf https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACLs\/2020\/ACL20-25.pdf https:\/\/www.acf.hhs.gov\/cwpm\/public_html\/programs\/cb\/laws_policies\/laws\/cwpm\/policy_dsp.jsp?citID=178 https:\/\/www.acf.hhs.gov\/cwpm\/public_html\/programs\/cb\/laws_policies\/laws\/cwpm\/policy_dsp.jsp?citID=178 https:\/\/www.acf.hhs.gov\/cwpm\/public_html\/programs\/cb\/laws_policies\/laws\/cwpm\/policy_dsp.jsp?citID=178 https:\/\/www.gov.ca.gov\/wp-content\/uploads\/2020\/03\/3.4.20-Coronavirus-SOE-Proclamation.pdf https:\/\/www.gov.ca.gov\/wp-content\/uploads\/2020\/03\/3.4.20-Coronavirus-SOE-Proclamation.pdf All County Letter No. 20-31 Page Two BACKGROUND Children in foster care placements are required to receive monthly caseworker visits.1 Generally, the Administration for Children and Families (ACF) has considered only face- to-face visitation to count towards this requirement. However, ACF has issued recent guidance through the Child Welfare Policy Manual2 permitting Title IV-B3 agencies to waive the in-person aspect of the monthly caseworker visits and allow them to instead be accomplished through videoconferencing when an emergency prohibits or strongly discourages face-to-face contact for a public health reason or other similar public or individual health challenges. The determination that it is appropriate to accomplish a required monthly face-to-face through videoconferencing during this public health crisis must be made on a case-by-case basis, and under limited, specified circumstances, as outlined in ACL 20-25. Additionally, caseworkers must conduct the videoconference in accordance with existing timeframes established in Title IV-B of the Social Security Act, and must closely assess the child’s safety during each conference. DOCUMENTING VIDEOCONFERENCING CONTACT IN CWS\/CMS To document a videoconference contact in the identified child\/NMD’s case: 1. Click the Service Management Section. Click the Create New Contact ‘+’. 1 Section 422(b)(17) of the Social Security Act 2 CWPM section 7.3 TITLE IV-B, Programmatic Requirements, Question #8 3 Title IV-B of the Social Security Act All County Letter No. 20-31 Page Three 2. The Select on Behalf of Child window opens. Highlight the child client and click the OK button. 3. Complete the mandatory (yellow) and known fields. ‘Start Date’ is the date the videoconference occurred. All County Letter No. 20-31 Page Four 4. For ‘Contact Purpose’ select ‘Deliver Service to Client’. 5. For Method, select ‘Video Chat’. All County Letter No. 20-31 Page Five 6. For ‘Status’, select ‘Completed’. 7. As stated in the Child Welfare policy Manual Clarification, Narratives must include language that indicates how the child’s\/NMDs safety was closely assessed during each videoconference. In addition, the narrative must include the specific reason for engaging via videoconferencing, rather than the expected face to face contact. It is insufficient to simply reference the COVID-19 public health emergency as a blanket reason for videoconferencing. Other contacts that are not made face-to-face, such as telephone calls, texts, etc. should continue to be documented as such using the appropriate Method selection. The authorization for required monthly face-to-face caseworker visits to be completed through videoconferencing during the COVID-19 public health crisis, as specified in ACL 20-25 or any subsequent guidance, expires on June 30, 2020, or sooner if determined by the Department, and all prior statutory, regulatory, and written guidance requirements related to required monthly case visits and associated documentation All County Letter No. 20-31 Page Six shall be reinstated. As always, additional contacts during the month may be completed using alternate means as appropriate to the circumstances of the case. If you have any questions or need additional guidance regarding the information in this letter, please email [email protected]. Sincerely, Original Document Signed By GREGORY E. ROSE Deputy Director Children and Family Services Division mailto:[email protected] ”

” April 10, 2020 CALIFORNIA DEPARTMENT OF SOCIAL SERVICES EXECUTIVE SUMMARY ALL COUNTY LETTER NO. 20-32 This All-County Letter (ACL) provides clarification and guidance to counties regarding administration of the IHSS provider enrollment process and flexibility in authorization of adjusted weekly service hours and overtime violations for the In-Home Supportive Services (IHSS) program as it relates to the COVID-19 (also known as coronavirus) pandemic. D] COSS KIM JOHNSON DIRECTOR STATE OF CALIFORNIA-HEALTH AND HUMAN SERVICES AGENCY DEPARTMENT OF SOCIAL SERVICES 744 P Street Sacramento, CA 95814 www.cdss.ca.gov GAVIN NEWSOM GOVERNOR April 10, 2020 ALL COUNTY LETTER NO. 20-32 TO: ALL COUNTY WELFARE DIRECTORS ALL IN-HOME SUPPORTIVE SERVICES (IHSS) PROGRAM MANAGERS SUBJECT: CLARIFICATION AND GUIDANCE TO COUNTIES FOR ADMINISTRATION OF THE PROVIDER ENROLLMENT PROCESS AND FLEXIBILITY IN AUTHORIZATION OF ADJUSTED WEEKLY SERVICE HOURS AND OVERTIME VIOLATIONS FOR THE IN-HOME SUPPORTIVE SERVICES PROGRAM AS IT RELATES TO COVID-19 PANDEMIC REFERENCE: PROGRAM MANAGER LETTERS, DATED MARCH 12, 2020; MARCH 16, 2020; AND MARCH 19, 2020; WELFARE AND INSTITUTIONS CODE SECTIONS 12300.4, 12301.1, 12301.24, 12305.7, 12305.71, 12305.81(a), 12305.86, 14132.95, 14132.952, AND 14132.956; MANUAL OF POLICIES AND PROCEDURES 30-761.13 AND 30-761.215 THROUGH 30-761.217; ALL COUNTY LETTERS (ACL) 16-01 and 16-36, 42 CODE OF FEDERAL REGULATIONS 441.535; STATE PLAN AMENDMENT #0938- 1024 This All-County Letter (ACL) provides clarification and guidance to counties regarding administration of the provider enrollment process and flexibility in authorization of adjusted weekly service hours and overtime violations for the In-Home Supportive Services (IHSS) program as it relates to the response to the COVID-19 (also known as coronavirus) pandemic. In addition to information available through the California Department of Social Services (CDSS), important information and updates are available from the Centers for Disease Control and Prevention (CDC), the California Coronavirus (COVID-19) Response, and the California Department of Public Health (CDPH). https:\/\/cdss.ca.gov\/#covid19 https:\/\/cdss.ca.gov\/#covid19 https:\/\/www.cdc.gov\/coronavirus\/2019-ncov\/hcp\/guidance-prevent-spread.html http:\/\/www.covid19.ca.gov\/ http:\/\/www.covid19.ca.gov\/ https:\/\/www.cdph.ca.gov\/Programs\/CID\/DCDC\/Pages\/Immunization\/nCOV2019.aspx https:\/\/30-761.13 https:\/\/14132.95 https:\/\/12305.86 https:\/\/12305.71 https:\/\/12301.24 All County Letter No. 20-32 Page Two BACKGROUND Three Program Manager Letters (PML) were issued by the CDSS on March 12, March 16, and March 19, 2020, detailing various aspects of the CDSS response to the COVID-19 outbreak and its effect on the IHSS program. On March 4, 2020, Governor Gavin Newsom proclaimed a State of Emergency in the State of California in response to the global COVID-19 outbreak and the increase in the number of positive cases throughout the State. Further, on March 17, 2020, Governor Newsom issued an Executive Order for counties to suspend IHSS reassessments for 90-days. All of the guidelines and policies set forth in this ACL are effective immediately upon release of this ACL and continue in force until June 30, 2020. If it becomes necessary to extend the deadline for these guidelines and policies beyond that date, or if there is any change in any of the policies set forth in this ACL, the CDSS will communicate any such changes to the counties and public as quickly as possible through a future ACL or All-County Information Notice. Consistent with the Governor’s Executive Order of March 15, 2020, IHSS providers who are asymptomatic and have not been exposed to COVID19 should continue working and providing needed services to IHSS recipients during the period of this emergency, subject to those IHSS providers taking precautions recommended by public health agencies to prevent transmission of COVID19 (CDPH Guidance). PROVIDER ENROLLMENT ACTIVITIES In administering the IHSS program pursuant to WIC Sections 12300 et seq., 14132.95, 14132.952, and 14132.956, the CDSS is temporarily waiving the following provider enrollment requirements, as well as accompanying regulations and written policies and procedures: Photocopying of original documentation verifying the applicant to be a provider’s identity by the county, pursuant to WIC Section 12305.81(a); and Attendance at the in-person IHSS provider orientation and the associated signing of the IHSS Program Provider Enrollment Agreement (SOC 846) required by WIC Section 12301.24. The requirement for the county to obtain the completed and signed IHSS Program Provider Enrollment Form (SOC 426), pursuant to WIC Section 12305.81(a), is still in effect. https:\/\/cdss.ca.gov\/Portals\/13\/Homepage\/PML_Coronavirus2019.pdf https:\/\/www.cdss.ca.gov\/Portals\/13\/Homepage\/PML_authorizedHoursAdjustments.pdf https:\/\/cdss.ca.gov\/Portals\/13\/Homepage\/IHSSPML_GovEO_031920.pdf https:\/\/www.gov.ca.gov\/wp-content\/uploads\/2020\/03\/3.4.20-Coronavirus-SOE-Proclamation.pdf https:\/\/www.gov.ca.gov\/wp-content\/uploads\/2020\/03\/3.17.20-N-29-20-EO.pdf https:\/\/www.gov.ca.gov\/wp-content\/uploads\/2020\/03\/3.15.2020-COVID-19-Facilities.pdf https:\/\/www.cdph.ca.gov\/Programs\/CID\/DCDC\/Pages\/Guidance.aspx https:\/\/12301.24 https:\/\/14132.95 All County Letter No. 20-32 Page Three With respect to documentation verifying the applicant to be a provider’s identity, counties are advised to request that copies of documents be mailed to the county IHSS office. However, at this time, those documents do not need to be received by the county prior to enrolling the individual as an IHSS provider. IHSS recipients are still required to designate the IHSS provider using the SOC 426A, Recipient Designation of IHSS Provider form. With respect to the temporary waiver of the requirement for orientation, in order to mitigate the backlog of providers needing to meet the requirement, counties may, with the agreement of the local labor organizations, continue to offer orientations remotely utilizing webinars or other on-line tools to providers for whom this requirement has been deferred. Providers should, however, be enrolled prior to the completion of remote orientation so that there is no delay in their enrollment. Counties will be provided with instructions regarding the process to enter any new IHSS providers who have been unable to complete the provider enrollment requirements into the Case Management Information and Payrolling System (CMIPS). This direction will be provided via CMIPS Informational Notice. FLEXIBILITY IN AUTHORIZATION OF ADJUSTED WEEKLY SERVICE HOURS AND OVERTIME VIOLATIONS The CDSS reminds counties to continue following existing policies and procedures to allow recipients flexibility in adjusting their weekly authorized service hours for their IHSS providers to ensure recipients receive adequate and timely services needed during the State of Emergency. Additionally, counties should adjust IHSS recipients’ authorized hours when alternative resources previously utilized are no longer available due to closures tied to COVID-19. Such resources may include, but are not limited to, community-based services and school. Notwithstanding ACL No. 16-36, for situations in which IHSS providers will incur overtime or travel time violations while performing services that are in critical need during the State of Emergency, CDSS will take all necessary actions to remove any such violations until June 30, 2020. All County Letter No. 20-32 Page Four As the COVID-19 situation evolves we will provide any revised direction as soon as possible. If you have any questions regarding the policy and requirements set forth in this ACL, you may direct them to the CDSS, Adult Programs Division, Policy and Operations Bureau at (916) 651-5350. Sincerely, Original Document Signed By: DEBBI THOMSON Deputy Director Adult Programs Division SUBJECT: CLARIFICATION AND GUIDANCE TO COUNTIES FOR ADMINISTRATION OF THE PROVIDER ENROLLMENT PROCESS AND FLEXIBILITY IN AUTHORIZATION OF ADJUSTED WEEKLY SERVICE HOURS AND OVERTIME VIOLATIONS FOR THE IN-HOME SUPPORTIVE SERVICES PROGRAM AS IT RELATES T… ”

” July 6, 2020 CALIFORNIA DEPARTMENT OF SOCIAL SERVICES EXECUTIVE SUMMARY ALL COUNTY LETTER NO. 20-75 The purpose of this All County Letter (ACL) is to provide counties with guidance regarding the extension of Coronavirus (COVID-19) related exceptions to IHSS rules and requirements. D] COSS KIM JOHNSON DIRECTOR STATE OF CALIFORNIA-HEALTH AND HUMAN SERVICES AGENCY DEPARTMENT OF SOCIAL SERVICES 744 P Street Sacramento, CA 95814 www.cdss.ca.gov GAVIN NEWSOM GOVERNOR July 6, 2020 ALL COUNTY LETTER NO. 20-75 TO: ALL COUNTY WELFARE DIRECTORS ALL IN-HOME SUPPORTIVE SERVICES (IHSS) PROGRAM MANAGERS SUBJECT: EXTENSION OF COVID-19 RELATED EXCEPTIONS TO IHSS REGULATIONS REFERENCE: HOUSE RESOLUTION 6201: THE FAMILIES FIRST CORONAVIRUS RESPONSE ACT (FFCRA), PROCLAMATION ON DECLARING A NATIONAL EMERGENCY CONCERNING THE NOVEL CORONAVIRUS DISEASE (COVID-19) OUTBREAK, ASSEMBLY BILL (AB) 79 (CHAPTER 11, STATUTES OF 2020), ALL COUNTY INFORMATION NOTICE (ACIN) I-28-20 (MARCH 30, 2020), ALL COUNTY LETTER (ACL) 20-26 (MARCH 24, 2020), ACL 20-29 (MARCH 30, 2020), ACL 20-32 (APRIL 10, 2020), ACL 20-40 (APRIL 14, 2020), ACL 20-42 (APRIL 16, 2020), ACL 20-49 (APRIL 23, 2020), EXECUTIVE ORDER (EO) N-47-20, EO N-68-20, EO N-71-20 The purpose of this All County Letter (ACL) is to provide counties with guidance regarding the extension of COVID-19 related exceptions to IHSS rules and requirements. BACKGROUND On March 4, 2020, a State of Emergency was proclaimed by the state of California in response to COVID-19. On April 7, 2020, Governor Gavin Newsom signed Executive Order N-47-20 which authorized CDSS broad authority to waive IHSS requirements for up to 60 days, to the extent necessary to facilitate the continued provision of IHSS during the COVID-19 pandemic. Subsequently, on June 5, 2020, Governor Newsom signed Executive Order N-68-20, which extended this broad flexibility for an additional 60 days, until August 3, 2020. Governor Newsom’s most recent executive order impacting IHSS, EO N-71-20, signed June 30, 2020, specifies that effective August 4, 2020, the previous EO waivers regarding IHSS program requirements are https:\/\/www.congress.gov\/bill\/116th-congress\/house-bill\/6201 https:\/\/www.congress.gov\/bill\/116th-congress\/house-bill\/6201 https:\/\/www.whitehouse.gov\/presidential-actions\/proclamation-declaring-national-emergency-concerning-novel-coronavirus-disease-covid-19-outbreak\/ https:\/\/www.whitehouse.gov\/presidential-actions\/proclamation-declaring-national-emergency-concerning-novel-coronavirus-disease-covid-19-outbreak\/ https:\/\/www.whitehouse.gov\/presidential-actions\/proclamation-declaring-national-emergency-concerning-novel-coronavirus-disease-covid-19-outbreak\/ http:\/\/leginfo.legislature.ca.gov\/faces\/billNavClient.xhtml?bill_id=201920200AB79 https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACINs\/2020\/I-28_20.pdf https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACLs\/2020\/ACL_20-26.pdf https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACLs\/2020\/20-29.pdf https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACLs\/2020\/20-32.pdf https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACLs\/2020\/20-32.pdf https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACLs\/2020\/20-40.pdf https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACLs\/2020\/20-42.pdf https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACLs\/2020\/20-49.pdf https:\/\/www.gov.ca.gov\/wp-content\/uploads\/2020\/04\/4.7.20-EO-N-47-20.pdf https:\/\/www.gov.ca.gov\/wp-content\/uploads\/2020\/06\/6.5.20-EO-N-68-20-text.pdf https:\/\/www.gov.ca.gov\/wp-content\/uploads\/2020\/06\/6.30.20-EO-N-71-20.pdf All County Letter No. 20-75 Page Two replaced with narrow language allowing in-home initial assessment to be conducted via videoconference under certain circumstances. In addition to the executive orders issued by the Governor, Assembly Bill (AB) 79, the Human Services Omnibus, signed by Governor Newsome on June 29, 2020, also provides State authority to implement other program changes detailed in this ACL. Specifically, the requirement that counties coordinate the scheduling of provider orientations with recognized employee labor organizations. Federally, the Proclamation on Declaring a National Emergency Concerning the Novel Coronavirus Disease (COVID-19) Outbreak ( National Emergency ) allowed states to apply for a waiver of certain Medicare and Medicaid requirements pursuant to Section 1135 of the Social Security Act (Section 1135 Waiver), in order to help beneficiaries access care during national emergencies. On March 23, 2020, the Department of Health Care Services (DHCS) was granted a Section 1135 Waiver which waives certain requirements of the IHSS State Plans, including the requirement that reassessments be conducted in-person, to ensure IHSS recipients served though the Personal Care Services Program, IHSS Plus Option Program, and the Community First Choice Option program to continue to be adequately served during California’s COVID-19 response. Exceptions included in this ACL will expire upon the date indicated unless additional guidance is issued to extend them. COVID-19 EXCEPTIONS TO IHSS REGULATIONS Initial Assessments Pursuant to EO N-71-20, the provisions of Welfare and Institutions Code (WIC) Sections 12301.1, 12301.2, and 12309 are suspended to the extent necessary to permit in-home initial assessments of IHSS applicants who have known exposure to, present symptoms of, or test positive for COVID-19 to be conducted by video-conferencing, to the extent permitted under federal law, effective August 4, 2020. Accordingly, from August 4, 2020 until the end of the National Emergency, the use of video-conferencing is allowed only to the extent that anyone in the applicant’s household has been infected with COVID- 19, has symptoms of COVID-19, or has been exposed to COVID-19 within the previous two weeks. Prior to these changes becoming effective on August 4, 2020, counties may continue to utilize videoconferencing to conduct initial assessments as needed pursuant to ACL 20-42. Before scheduling an initial assessment, counties should reach out to IHSS applicants to determine if anyone in the household has been infected with COVID-19, has symptoms of COVID-19, or has been exposed to COVID-19 within the past two weeks. http:\/\/leginfo.legislature.ca.gov\/faces\/codes_displaySection.xhtml?sectionNum=12301.1.&lawCode=WIC http:\/\/leginfo.legislature.ca.gov\/faces\/codes_displaySection.xhtml?sectionNum=12301.1.&lawCode=WIC http:\/\/leginfo.legislature.ca.gov\/faces\/codes_displaySection.xhtml?sectionNum=12301.2.&lawCode=WIC http:\/\/leginfo.legislature.ca.gov\/faces\/codes_displaySection.xhtml?sectionNum=12309.&lawCode=WIC All County Letter No. 20-75 Page Three If a recipient reports that they or a household member meets one of these criteria, the county may conduct an initial assessment by videoconference using the process detailed in ACL 20-42. Counties must continue take appropriate measures to comply with applicable confidentiality and privacy laws when contacting and\/or conducting assessments via videoconference. Reassessments Counties may no longer suspend reassessments as permitted by ACL 20-26 and must immediately begin conducting reassessments. Counties that chose to suspend reassessments pursuant to ACL 20-26 are required to complete all outstanding reassessments which were suspended by December 31, 2020. Upon completion of the reassessment, counties shall proceed with any required actions and determinations resulting from the outcome of the reassessment. Until the end of the National Emergency, reassessments may be conducted by telephone or videoconference (such as Skype or FaceTime) to ensure that any unnecessary in-person contact is eliminated during the COVID-19 response. However, counties may continue to conduct face-to-face reassessments when appropriate. Counties must continue take appropriate measures to comply with applicable confidentiality and privacy laws when contacting and\/or conducting assessments via telephone or videoconference. If the county chooses to conduct face-to-face reassessments, the social workers should minimize the amount of assessment time spent in the recipient’s home by collecting all relevant information possible over the phone before the home visit. Social workers should also follow public health guidelines regarding health and safety precautions. IHSS Forms Required for Application, Initial Assessment Until December 31, 2020, when assessments and reassessments are conducted via telephone or videoconference, county staff may accept self-attestations from applicants and recipients and\/or their authorized representatives in lieu of original signatures on most required forms normally signed during assessments and reassessments. However, this does not apply to the following IHSS forms which still require an original signature: Request for Order and Consent Paramedical Services (SOC 321) IHSS Designation of Authorized Representative (SOC 839) IHSS Recipient’s Request for Provider Waiver (SOC 862) All County Letter No. 20-75 Page Four When an applicant or recipient and\/or their authorized representative self-attest in lieu of an original signature, the social worker must document and list all forms discussed and self-attested to in the recipient’s assessment in the case notes. Additionally, for any forms that have been self-attested to by the recipient or the recipient’s authorized representative, counties must request signed forms be submitted to the county at the recipient’s next annual reassessment. Health Care Certification Form (SOC 873) To ensure IHSS applicants are not penalized for delays in their ability to complete an SOC 873, until December 31, 2020, the California Department of Social Services will allow the county to consider all new IHSS applicants who are unable to obtain a SOC 873 from his\/her licensed health care provider due to the redirection efforts to address the COVID-19 pandemic, to be at imminent risk of out of home placement. Thus, as specified by ACIN I-28-20 counties may continue to authorize services to applicants prior to receipt of the SOC 873 pursuant to WIC Section 12309.1(a)(2)(B) and MPP Section 30-754.62 until December 31, 2020. In addition, because these applicants have a substantial and compelling reason beyond their control which prevents them from submitting the SOC 873 within 45 days, until December 31, 2020, they should be determined to have good cause for the delay and be granted an additional 45 days, from the date it is requested by the county, to submit their SOC 873. Paid Parent Provider Reevaluations Counties may continue to delay the reduction of authorized hours to minor recipients whose parent(s) no longer qualify to be paid IHSS providers as set forth in ACL 20-49. This delay shall end effective August 3, 2020, with the expiration of the broad authority granted to CDSS by Executive Orders N-47-20 and N-68-20. Emergency COVID-19 Related Paid Sick Leave for IHSS\/WPCS Providers As set forth in ACL 20-40, the Families First Coronavirus Response Act (FFCRA) provided for COVID-19 related paid sick leave to IHSS and WPCS providers. The FFCRA became effective on April 2, 2020 and remains in effect through December 31, 2020. As part of the State effort to alleviate concerns regarding IHSS recipient health and safety during the COVID-19 pandemic, CDSS released ACL 20-29 which required each county to work with the county IHSS Public Authority to implement a back-up provider system for recipients when their provider can no longer work due to COVID-19 related impacts. ACL 20-29 provided for a salary differential of two dollars above the current county hourly wage rate for those IHSS providers assigned to provide emergency back-up services because of circumstances related to COVID-19. To https:\/\/www.cdss.ca.gov\/cdssweb\/entres\/forms\/English\/SOC873.pdf https:\/\/www.cdss.ca.gov\/cdssweb\/entres\/forms\/English\/SOC873.pdf https:\/\/30-754.62 All County Letter No. 20-75 Page Five maintain consistency with the FFCRA, these policies will remain in effect through December 31, 2020. IHSS Provider Enrollment Requirements As set forth in ACL 20-32 the provider enrollment requirements of attendance at an in- person IHSS provider orientation and the associated signing of the IHSS Program Provider Enrollment Agreement (SOC 846) were temporarily waived. The temporary waiver of provider enrollment requirements are extended through August 31, 2020. Counties and Public Authorities shall resume requiring and conducting IHSS provider orientations as a part of the provider enrollment process effective September 1, 2020, at which time the orientations can be conducted either in-person or, for those counties capable of providing on-line orientations and have agreement from their local labor organization, remotely. The September 1st date will allow counties and Public Authorities sufficient time to establish procedures for in-person orientations in a manner consistent with federal and State public health guidelines and safety measures, and for those counties wishing to engage in on-line or other forms of remote orientation, to ascertain agreement from their local labor organization and put in place the technological resources needed to provide remote orientations. Pursuant to AB 79’s amendments to WIC 12301.24, prior to a provider orientation, the county\/Public Authority must provide the recognized employee labor organization in the county with not less than ten days advance notice of the planned date, time, and location of the orientation. If, within three business days of receiving that notice, the recognized employee labor organization notifies the county of its unavailability for the planned orientation, the county shall make reasonable efforts to schedule the orientation so that representatives of the recognized employee labor organization can attend, so long as rescheduling the orientation does not delay the enrollment of the prospective providers attending the orientation by more than ten business days. The requirement to make reasonable efforts to reschedule may be waived, as necessary, due to a natural disaster or other declared state of emergency, or by mutual agreement between the county and the recognized employee labor organization. Representatives of the recognized employee labor organization shall continue to be permitted to make a presentation of up to thirty minutes at the beginning of the orientation, and the county shall not discourage prospective providers from attending, participating, or listening to the recognized employee labor organization’s presentation. However, prospective providers, of their own accord, can choose not to participate in the recognized employee labor organization presentation. If the county schedules a remote orientation, the recognized employee labor organization must be provided the same right to make their presentation, the same advance notice of scheduling, and the https:\/\/12301.24 All County Letter No. 20-75 Page Six same information regarding the applicants, providers, or prospective providers who will attend the orientation, just as if it were an in-person, onsite orientation. Once counties begin conducting in-person or remote orientations on September 1, 2020, those providers enrolled in the IHSS program between April and August 2020 who had their provider orientation and SOC 846 requirements waived due to the COVID-19 pandemic must complete both the provider orientation and the signing of the SOC 846 by December 31, 2020. If they do not complete these requirements by that date, they will be determined ineligible to continue to work as IHSS providers and be paid by the IHSS program until such requirements are completed. Further, as stated in ACL 20-32, presentation and photocopying of original documentation (state-issued Driver’s License or other government issued photo identification and social security card as required under the Manual of Policies and Procedures section 30-776.414) verifying the identity of an applicant to serve as an IHSS provider at the county IHSS office at the time of submission of the IHSS Provider Enrollment Application (SOC 426) was also temporarily waived. The waiving of the presentation of the original documentation at the time of submission of the SOC 426 will continue through December 31, 2020. During this time period, however, the county can accept a mailed-in photocopy or facsimile copy of the original documentation. Applicant providers who provide the photocopies of their documentation during the waiver period will not be required to present their original documentation on or after January 1, 2021. However, any new applicants seeking to enroll to be eligible to work as IHSS providers in the IHSS program on or after January 1, 2021, will need to present the original documentation at the county office at the time of SOC 426 submission. Questions or requests for clarification regarding the information in this letter should be directed to the Adult Programs Division, Policy and Quality Assurance Branch, Policy and Operations Bureau at (916) 651-5350. Sincerely, Original Document Signed By DEBBI THOMSON Deputy Director Adult Programs Division TO: ALL COUNTY WELFARE DIRECTORS SUBJECT: extension of COVID-19 related exceptions to IHSS regulations BACKGROUND COVID-19 EXCEPTIONS to ihss regulations Initial Assessments Reassessments IHSS Forms Required for Application, Initial Assessment Health Care Certification Form (SOC 873) Paid Parent Provider Reevaluations Emergency COVID-19 Related Paid Sick Leave for IHSS\/WPCS Providers IHSS Provider Enrollment Requirements ”

” May 04, 2020 CALIFORNIA DEPARTMENT OF SOCIAL SERVICES EXECUTIVE SUMMARY ALL COUNTY WELFARE DIRECTORS LETTER The purpose of this letter is to provide County Welfare Departments with guidance to implement the provisions of Executive Order N-59-20 signed by Governor Newsom on May 1, 2020, pertaining to California Work Opportunity and Responsibility to Kids (CalWORKs), Refugee Cash Assistance (RCA), Entrant Cash Assistance (ECA), and the Trafficking and Crime Victims Assistance Program (TCVAP) pregnancy verification, in-person identity verification, signature, and interview requirements. May 04, 2020 ALL COUNTY WELFARE DIRECTORS LETTER TO: ALL COUNTY WELFARE DIRECTORS (ACWDL) FROM: JENNIFER HERNANDEZ, DEPUTY DIRECTOR FAMILY ENGAGEMENT AND EMPOWERMENT DIVISION SUBJECT: CALIFORNIA WORK OPPORTUNITY AND RESPONSIBILITY TO KIDS (CALWORKS), REFUGEE CASH ASSISTANCE (RCA), ENTRANT CASH ASSISTANCE (ECA), AND THE TRAFFICKING AND CRIMES VICTIM ASSISTANCE PROGRAM (TCVAP) IMPLEMENTATION OF EXECUTIVE ORDER N-59-20 REGARDING PREGNANCY VERIFICATION, IN-PERSON IDENTITY VERIFICATION, INTERVIEW, AND SIGNATURE REQUIREMENTS REFERENCE: EXECUTIVE ORDER N-59-20 SIGNED MAY 1, 2020; AND WELFARE AND INSTITUTIONS CODE (WIC) SECTIONS 10831, 11052.5, 11054, AND 11450(b); MANUAL OF POLICIES AND PROCEDURES (MPP) SECTIONS 40-105.31, 40-115.22, 40-126, 40-128.11, 40-129, 40-131, 40-157, 44-316.32, 69-201.4 , 69-301, 70-105 AND 80-301(m)(3); ALL COUNTY LETTER (ACL) NO. 14- 26; AND ACWDL DATED MARCH 27, 2020 The purpose of this All County Welfare Directors Letter is to provide County Welfare Departments (CWDs) with guidance on implementing the provisions of Executive Order N-59-20 signed by Governor Newsom on May 1, 2020, CalWORKs, RCA, ECA, and TCVAP pregnancy verification, in-person identity verification, signature, and interview requirements. This guidance is effective immediately and will expire on June 30, 2020, except that the California Department of Social Services (Department) may reimpose any requirements suspended pursuant to the Executive Order before June 30, 2020, if necessary to comply with any federal requirement. In response to COVID-19 and to ensure that Californians are able to continue meeting their basic needs and receiving CalWORKs benefits, Executive Order N-59-20 provides https:\/\/www.gov.ca.gov\/wp-content\/uploads\/2020\/05\/5.1.20-EO-N-59-20-text.pdf https:\/\/leginfo.legislature.ca.gov\/faces\/codes_displaySection.xhtml?sectionNum=10831.&lawCode=WIC https:\/\/leginfo.legislature.ca.gov\/faces\/codes_displaySection.xhtml?sectionNum=11052.5.&lawCode=WIC https:\/\/leginfo.legislature.ca.gov\/faces\/codes_displaySection.xhtml?sectionNum=11054.&lawCode=WIC http:\/\/leginfo.legislature.ca.gov\/faces\/codes_displayText.xhtml?lawCode=WIC&division=9.&title&part=3.&chapter=2.&article=6 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/2EAS.pdf?ver=2019-01-04-170130-737 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/2EAS.pdf?ver=2019-01-04-170130-737 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/2EAS.pdf?ver=2019-01-04-170130-737 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/3EAS.pdf?ver=2019-01-04-170449-233 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/3EAS.pdf?ver=2019-01-04-170449-233 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/3EAS.pdf?ver=2019-01-04-170449-233 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/3EAS.pdf?ver=2019-01-04-170449-233 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/12EASa.pdf?ver=2017-06-30-095340-553 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/21EAS.pdf?ver=2019-04-04-112258-697 https:\/\/cdss.ca.gov\/lettersnotices\/entres\/getinfo\/acl\/2014\/14-26.pdf https:\/\/mcusercontent.com\/73901133dd7ea1a5581344daf\/files\/5a014f6d-c978-4144-8255-8364b0f670ee\/ACWDL_COVID_19_3_27_20.pdf https:\/\/www.gov.ca.gov\/wp-content\/uploads\/2020\/05\/5.1.20-EO-N-59-20-text.pdf All County Welfare Directors Letter Page Two authority for the Department to temporarily suspend certain eligibility requirements, as follows: (1) Suspend the requirement that medical verification of pregnancy be provided before approving benefits for individuals who are not able to provide medical verification of pregnancy; (2) Suspend the in-person photo identification requirement for applicants; (3) Suspend the requirement that all applicants file a written affirmation that they meet the specific conditions of eligibility prior to the approval of assistance or services; and (4) Suspend the requirement that all applicants must be personally interviewed before being approved for CalWORKs. Suspending these eligibility requirements will allow additional flexibility for CWDs to process new applications effectively and in a timely manner. Detailed guidance on implementing these four suspensions is provided below. CWDs are reminded that Executive Order N-29-20, signed by the Governor on March 17, 2020, suspends eligibility determinations pursuant to semiannual reporting (SAR 7) and annual redeterminations for the months of March, April, and May 2020 and exempts the months of March, April, May, and June from being counted on the 48-month time clock. CWDs should not process SAR 7s or conduct redeterminations, including the associated interview, during the months of March, April, and May. An AU whose March, April, or May redetermination requirement is waived will be assigned a new six-month certification period and will complete the redetermination process at the end of their new six-month certification period. More details regarding the periodic report and recertification waiver were provided via an ACWDL issued on March 27, 2020. As a reminder, Executive Order N-29-20 did not waive mandatory mid-period client reports or mandatory county-initiated actions, nor did it waive CWDs’ requirement to process voluntary mid-period reports that result in a grant increase. RCA, ECA and TCVAP Administration The RCA, ECA, and TCVAP cash assistance programs follow the CalWORKs administrative rules with certain exceptions. Pursuant to MPP Section 69-201.4, CalWORKs program regulations apply to financial eligibility and payments for the RCA program, unless specifically superseded by RCA regulations. Unless otherwise provided, ECA and TCVAP recipients must be provided cash assistance under the https:\/\/www.gov.ca.gov\/wp-content\/uploads\/2020\/03\/3.17.20-N-29-20-EO.pdf https:\/\/mcusercontent.com\/73901133dd7ea1a5581344daf\/files\/5a014f6d-c978-4144-8255-8364b0f670ee\/ACWDL_COVID_19_3_27_20.pdf All County Welfare Directors Letter Page Three same conditions and to the same extent as the RCA program per MPP Sections 69-301 and 70-105, respectively. Although RCA, ECA, and TCVAP cash assistance is intended for families without children, recipients entering their second trimester of pregnancy are eligible to apply for and transition to the CalWORKs program and are subject to the same medical verifications and temporary suspensions provided in the Governor’s Executive Order. RCA, ECA, and TCVAP cash assistance applicants are subject to the same in-person requirements regarding identity verifications, signatures, and interviews, and those requirements are subject to the same temporary suspensions as the CalWORKs program. Verification of Pregnancy Pursuant to WIC Section 11450(b) and MPP Section 80-301(m)(3), verification of pregnancy is required as a condition of eligibility in order for aid to be paid to a pregnant person in a family that does not include a needy child. Any applicant who cannot provide medical verification of pregnancy will be allowed, whenever possible, to submit a sworn statement, signed under penalty of perjury, to verify the pregnancy in order for aid to be authorized. Pregnant applicants who are unable to provide either the medical verification or sworn statement will be allowed to provide a verbal attestation of their pregnancy, and will then be required to provide the medical verification of pregnancy within 30 working days following submittal of the sworn statement\/verbal attestation for benefits to continue. If upon the expiration of 30 days, the applicant presents evidence of good-faith efforts to obtain and submit medical verification of pregnancy, the CWD must continue aid. In-Person Photo Identification Pursuant to WIC Section 10831 and MPP Section 105.31, the nonbiometric identity verification method implemented and maintained in the CalWORKs program consists of an in-person identification requirement, wherein all adult applicants who are not known to the Statewide Automated Welfare Systems (SAWS) must present their photo identification in person before aid can be approved, with limited exceptions. Applicants who are unable to obtain photo identification will be allowed to provide a verbal attestation or submit a sworn statement, signed under penalty of perjury, to verify their identity in order for aid to be authorized. Applicants who are unable to present photo identification in person will be required to submit photo identification within 30 working days following submittal of the sworn statement\/verbal attestation for benefits to continue. If after 30 days, the applicant presents evidence of good-faith efforts to submit photo identification, the CWD must continue aid. If, however, the CWD’s offices are closed to the public as a result of physical distancing guidance from the CDPH or the https:\/\/cdss.ca.gov\/ord\/entres\/getinfo\/pdf\/SPMAN.pdf#page%3D21 https:\/\/cdss.ca.gov\/ord\/entres\/getinfo\/pdf\/SPMAN.pdf#page%3D21 All County Welfare Directors Letter Page Four stay-at-home order due to COVID-19, aid will be continued until the applicant is able to submit identity verification in person, without having to present evidence of good faith efforts to submit photo identification. When a CWD’s offices are closed, applicants must be asked to submit copies of photo identification electronically, and asked to present photo identification in person once the CWD’s offices reopen to the public and no later than 90 days from the date the California Department of Public Health (CDPH) no longer requires physical distancing. Signature Requirement Pursuant to WIC Section 11054, all CalWORKs applicants must file a written attestation, made under penalty of perjury, setting forth their belief that they meet the conditions of eligibility before approval of assistance or services. While many CWDs are capable of capturing signatures telephonically or by other electronic means, others are not. Executive Order N-59-20 waives the requirement that the signatures on the application (SAWS 2 PLUS) and Rights and Responsibilities (AR 2 SAR or SAWS 2A SAR) be provided prior to CalWORKs approval. When telephonic or electronic signature capabilities do not exist, the CWD may document in the case notes that the client verbally attested to the information provided on the application. This flexibility must only be used when the CWD is unable to accept, or the applicant is unable to provide, an electronic or telephonic signature, and when a wet signature has not been provided by the client because, for example, the CWD is completing the application interview over the phone. When utilizing this flexibility, the CWDs must document the: Applicant’s name; Date and time of application; Summary of the information to which the applicant verbally assents; and Applicant’s response indicating agreement or disagreement (Yes or No). Such documentation will fulfill the requirements for a signed application for individuals who apply over the phone or who have submitted a paper application without a signature. If the applicant submitted a paper application without a signature, the CWD must note on the paper application that verbal attestation of the signature was given. Following verbal attestation, the CWD must mail the Statement of Facts to the client to be signed and returned via U.S. Mail within 30 working days following the date of the verbal attestation in order for benefits to continue. If the applicant presents evidence of good faith efforts to submit the wet signature by mail following the interview, the CWD must continue aid. All County Welfare Directors Letter Page Five Interview Requirement Pursuant to WIC Section 11052.5 and MPP Section 40-131.1, a face-to-face, telephonic, or electronic interview with the applicant is required prior to the granting of aid. Executive Order N-59-20 suspends the interview requirement for applicants whose identity has been verified and who have submitted all required verifications. This includes interviews for applicants who have requested an Immediate Need payment pursuant to MPP Section 40-129. Action on Immediate Need payment requests must be made in accordance with existing policy pursuant to MPP Section 40-129.5, regardless of whether a personal interview is conducted. Verification requirements and policy have not changed under this Executive Order. For purposes of securing required verifications, CWDs are reminded to proactively use electronic verification when available. CWDs are further reminded that pursuant to MPP Section 40-115.22, when verifications do not exist, a sworn statement is considered adequate, except for verification of citizenship (and medical verification of pregnancy, waived under this Executive Order). If required verifications exist, they must be submitted by the applicant in order to waive the interview requirement. However, CWDs shall not deny an application for failure to provide evidence of eligibility if the CWD has determined that the applicant is continuing to make a good faith effort to obtain the necessary evidence, pursuant to MPP Section 40-126.34. Please refer to MPP Sections 40-126.3 and 40-157, and ACL No. 14-26 for principles of gathering evidence and guidance on CalWORKs verifications. If the CWD deems that any of the information provided on the application is questionable or cannot complete other mandatory verifications, an interview will be required. Case Comments When implementing these temporary suspensions, adequate case documentation is essential. Case narration, including a reference to COVID-19 will allow case reviewers to determine that all CalWORKs requirements have been met under Executive Order authority. If you have questions or need additional guidance regarding the CalWORKs information in this letter, contact the Early Engagement and Eligibility Bureau at (916) 654-1322. For the RCA, ECA, and TCVAP programs, contact the Refugee Programs Bureau at (916) 654-4356. EXECUTIVE SUMMARY RCA, ECA and TCVAP Administration Verification of Pregnancy In-Person Photo Identification Signature Requirement Interview Requirement Case Comments ”

” May 4, 2020 CALIFORNIA DEPARTMENT OF SOCIAL SERVICES EXECUTIVE SUMMARY ALL COUNTY WELFARE DIRECTORS LETTER The purpose of this letter is to provide County Welfare Departments with guidance to implement the provisions of Executive Order N-59-20 signed by Governor Newsom on May 1, 2020, pertaining to California Work Opportunity and Responsibility to Kids (CalWORKs) diversion services. May 4, 2020 ALL COUNTY WELFARE DIRECTORS LETTER TO: ALL COUNTY WELFARE DIRECTORS (ACWDL) FROM: JENNIFER HERNANDEZ, DEPUTY DIRECTOR FAMILY ENGAGEMENT AND EMPOWERMENT DIVISION SUBJECT: CALIFORNIA WORK OPPORTUNITY AND RESPONSIBILITY TO KIDS (CALWORKS) IMPLEMENTATION OF EXECUTIVE ORDER N-59-20 REGARDING DIVERSION SERVICES REFERENCE: EXECUTIVE ORDER N-59-20 SIGNED MAY 1, 2020; TITLE 45 OF THE CODE OF FEDERAL REGULATIONS (CFR) SECTION 260.31(b)(1); WELFARE AND INSTITUTIONS CODE SECTION 11266.5; MANUAL OF POLICIES AND PROCEDURES (MPP) SECTION 40-129.11, MPP SECTION 40-129.211, AND MPP SECTION 81-200; ACWDL DATED MARCH 27, 2020; AND 2020 FEDERAL POVERTY GUIDELINES The purpose of this All County Welfare Directors Letter is to provide County Welfare Departments (CWDs) with guidance on implementing the provisions of Executive Order N-59-20 signed by Governor Newsom on May 1, 2020, pertaining to the expansion of California Work Opportunity and Responsibility to Kids (CalWORKs) diversion services. This guidance is effective immediately and will expire on June 30, 2020, or earlier if determined by the California Department of Social Services, unless extended. In response to COVID-19 and to assist Californians in meeting their basic needs, Executive Order N-59-20 provides authority for the Department to temporarily waive the provisions of apparent eligibility in order to approve diversion services if the applicant’s gross income is below 200% of the Federal Poverty Level (FPL). Participation in the lump-sum diversion program will be contingent on the determination of a crisis situation or episode of need. Total payments issued to an applicant family pursuant to the Executive Order must not exceed $5,000. https:\/\/www.gov.ca.gov\/wp-content\/uploads\/2020\/05\/5.1.20-EO-N-59-20-text.pdf https:\/\/www.ecfr.gov\/cgi-bin\/text-idx?SID=ebb32855b1ac8c28a1238d1b80001b7d&mc=true&node=pt45.3.260&rgn=div5#se45.3.260_131 https:\/\/www.ecfr.gov\/cgi-bin\/text-idx?SID=ebb32855b1ac8c28a1238d1b80001b7d&mc=true&node=pt45.3.260&rgn=div5#se45.3.260_131 https:\/\/www.ecfr.gov\/cgi-bin\/text-idx?SID=ebb32855b1ac8c28a1238d1b80001b7d&mc=true&node=pt45.3.260&rgn=div5#se45.3.260_131 https:\/\/leginfo.legislature.ca.gov\/faces\/codes_displaySection.xhtml?sectionNum=11266.5.&lawCode=WIC https:\/\/leginfo.legislature.ca.gov\/faces\/codes_displaySection.xhtml?sectionNum=11266.5.&lawCode=WIC https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/3EAS.pdf?ver=2019-01-04-170449-233 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/3EAS.pdf?ver=2019-01-04-170449-233 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/3EAS.pdf?ver=2019-01-04-170449-233 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/22EAS.pdf?ver=2017-06-30-095841-347 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/22EAS.pdf?ver=2017-06-30-095841-347 https:\/\/mcusercontent.com\/73901133dd7ea1a5581344daf\/files\/5a014f6d-c978-4144-8255-8364b0f670ee\/ACWDL_COVID_19_3_27_20.pdf https:\/\/www.federalregister.gov\/documents\/2020\/01\/17\/2020-00858\/annual-update-of-the-hhs-poverty-guidelines https:\/\/www.federalregister.gov\/documents\/2020\/01\/17\/2020-00858\/annual-update-of-the-hhs-poverty-guidelines All County Welfare Directors Letter Page Two Under existing policy, all CalWORKs applicants must be informed of the availability of lump-sum diversion services to resolve the circumstances that require the family to apply for assistance prior to the family’s approval for aid. Diversion Services are defined in MPP Section 81-215.12 as cash or noncash payments or services provided to a CalWORKs applicant with the intent of diverting them from long-term aid. To be eligible for diversion services, the family must be apparently eligible for CalWORKs. Apparent eligibility means that the information provided on the Statement of Facts and information otherwise available to the county indicates that the applicant would be eligible for aid if the information on the Statement of Facts were verified. Executive Order N-59-20 waives the requirement that applicants for Diversion Services be apparently eligible for CalWORKs in order to qualify for diversion. All other existing eligibility requirements for diversion apply, except that the applicant’s gross income can be up to 199% of the FPL in order to qualify. The Executive Order also specifies that applicants seeking to participate in the expanded lump-sum diversion program must establish a need for such participation that is related to the COVID-19 pandemic. Participation in the lump-sum diversion program is contingent on the determination of a crisis situation or episode of need, consistent with existing policy and federal criteria for non-assistance pursuant to Title 45 of the Code of Federal Regulations, Section 260.31(b)(1). For applicants to qualify for this expanded diversion program, the crisis situation or episode of need must be related to circumstances due to COVID-19. The county will determine if the needy family’s gross income is less than 200% of the FPL at the time of the request for diversion services. The 2020 Poverty Guidelines for the 48 Contiguous States and the District of Columbia are listed below: Persons in Family Poverty Guideline (Annual Income) 200% of Poverty Level Guideline (Annual Income) 1 $12,760 $25,520 2 17,240 34,480 3 21,720 43,440 4 26,200 52,400 5 30,680 61,360 6 35,160 70,320 7 39,640 79,280 8 44,120 88,240 \u2265 9 Add $4,480 for each additional person Add $8,960 for each additional person All County Welfare Directors Letter Page Three When an applicant requests diversion services while this Executive Order is in effect, CWDs should follow these general guidelines: No asset test is required; The applicant’s gross income must be below 200% of the FPL; The applicant must be otherwise apparently eligible for CalWORKs, aside from exceeding the income limits; Participation in the lump-sum diversion program is contingent on the determination of a crisis situation or episode of need; and Total payments issued to an applicant family must not exceed $5,000. Case Comments When approving applicants for diversion services pursuant to Executive Order N-59-20, adequate case documentation is essential. Case narration, including a reference to COVID-19 will allow case reviewers to determine that all CalWORKs requirements have been met under the authority of the Executive Order. Notices of Action The CWD must use existing Notices of Action pertaining to diversion when approving diversion services under this Executive Order. Applicants who exceed 200% of the FPL will be denied using existing CalWORKs denial notices. If you have questions or need additional guidance regarding the information in this letter, contact the Early Engagement and Eligibility Bureau at (916) 654-1322. SUBJECT: california work opportunity and responsibility to kids (calworks) implementation of executive order N-59-20 regarding DIVERSION SERVICES ”

” All County Welfare Directors Letter Page Zero June 5, 2020 CALIFORNIA DEPARTMENT OF SOCIAL SERVICES EXECUTIVE SUMMARY ALL COUNTY WELFARE DIRECTORS LETTER This letter provides guidance on temporary changes to the Income and Eligibility Verification System (IEVS) processes for County Welfare Departments affected by the statewide outbreak of the Coronavirus Disease 2019 (COVID-19). June 5, 2020 ALL COUNTY WELFARE DIRECTORS LETTER TO: ALL COUNTY WELFARE DIRECTORS FROM: Natasha Nicolai, Chief Data Strategist Deputy Director Research, Automation, and Data Division SUBJECT: TEMPORARY CHANGES TO THE INCOME AND ELIGIBILITY VERIFICATION SYSTEM (IEVS) PROCESSES IN RESPONSE TO COVID-19 The California Department of Social Services (CDSS) has issued several All County Letters (ACL) in response to concerns surrounding COVID-19. The ACLs provide general guidance and flexibilities available to County Welfare Departments (CWD) to continue to administer the California Work Opportunity and Responsibility to Kids (CalWORKs) and CalFresh programs. The purpose of this All County Welfare Directors Letter (ACWDL) is to provide guidance to CWDs on temporary changes related to program integrity. Temporary Changes to Paper and Electronic IEVS Match Distributions Consistent with other temporary changes in the CalWORKs and CalFresh program areas, all paper and electronic Recipient IEVS (R-IEVS) matches, except for Payment Verification System (PVS) matches, are suspended for the months of March, April, and May 2020. The CWDs must not process any R-IEVS matches (except for the electronic PVS match), received either by paper or electronically, during the suspension period. Additionally, CWDs have been granted an extension on any follow-up timeframes, as prescribed in Manual of Policies and Procedures Sections 20-006.42 and 20-006.5, and ACL 17-41, that fall in March, April, and May 2020. All County Welfare Directors Letter Page Two R-IEVS PVS Matches The PVS match is a monthly process that provides CWDs with information on CalWORKs and CalFresh recipients who receive or are entitled to receive Retirement, Survivors and Disability Insurance (RSDI), State Unemployment Insurance (UI), or Disability Insurance (DI) benefits. The match is generated from information received from the California Employment Development Department (EDD) and the Social Security Administration (SSA). On March 27, 2020, the Coronavirus Aid Relief and Economic Security (CARES) Act authorized temporary additional UI benefits, referred to as Pandemic Unemployment Compensation (PUC). These additional benefits are being issued by the EDD. CalFresh Treatment of PUC, Pandemic Unemployment Assistance (PUA), and Pandemic Emergency Unemployment Compensation (PEUC) As stated in ACWDL dated April 21, 2020, PUC, PUA, and PEUC payments authorized under the CARES Act must be considered unearned income for the purposes of determining a household’s CalFresh eligibility and benefit amount. CalWORKs Treatment of PUC, PUA, and PEUC As stated in ACWDL dated May 5, 2020, PUC payments must be exempt from consideration as income in determining CalWORKs recipients’ continued eligibility or grant amount, while PUA and PEUC payments must not be exempt from consideration as income for CalWORKs applicants and recipients. PUC must not be exempt from consideration as income for CalWORKs applicants. Verifying PUC, PUA, and PEUC Payments The CDSS is currently working with the EDD to provide PUC, PUA, and PEUC payments in the PVS match. In the meantime, CWDs must continue to process PVS matches based on the information received according to existing program rules. There may be circumstances where recipients provide additional information related to PUC, PUA and PEUC as follows: CalFresh cases If a recipient responds to a notice of adverse action with the additional income, the CWD must verify the recipient’s receipt of PUC, PUA, or PEUC benefits and take appropriate action. CalWORKs cases Any additional UI benefits reported by the recipient must be paired with earned income and exceed the recipient’s Income Reporting Threshold (IRT) to be considered a missed mandatory report (over IRT). If the All County Welfare Directors Letter Page Three CWD discovers the recipient may have missed a mandatory report, a recipient verification letter must be mailed to the recipient to request verification of all UI benefits. CWDs are required to request verification of PUA and PEUC benefits using a recipient verification letter (i.e., CW 63 or CW 2200) prior to taking any action. Other R-IEVS Matches The CDSS has suspended the distribution of electronic and paper R-IEVS matches through May 31, 2020. The suspension affects the following R-IEVS matches: Annual Internal Revenue Service (IRS) Asset Match; Beneficiary Earning Exchange Record (BEER); California Youth Authority (CYA); Deceased Persons Match (DPM); Fleeing Felon Match (FFM); Integrated Fraud Detection (IFD); Nationwide Prisoner Match (NPM); and New Hire Registry (NHR). Beginning June 1, 2020, all matches that would have normally been distributed either by paper or electronically will resume. This includes the BEER, CYA, DPM (next match delivery is November 2020), FFM, IFD, NPM, and NHR. However, the Annual IRS Asset Match will not be distributed this year. It will resume in early 2021. CalFresh Quality Control (QC) Impact The CDSS will waive QC reviews for all paper and electronic IEVS matches (except for PVS matches) for the months of March, April, and May 2020. The QC reviews for such IEVS matches will resume beginning June 1, 2020. Voice over Internet Protocol (VoIP) Use with Federal Tax Information (FTI) for BEER and IRS Asset Matches The CWDs who are using VoIP to verify information found on R-IEVS matches that contain FTI are reminded to follow guidance provided in ACL 19-07. Under no circumstances can FTI be disclosed to the recipient during the call. Attached is additional guidance on how to securely use VoIP when working on R-IEVS matches containing FTI. This guidance applies to the BEER and IRS Asset matches only. All County Welfare Directors Letter Page Four CWD Employees Working Remotely on R-IEVS Matches The CWDs are reminded that the security requirements for remote access to SSA and other personally identifiable information data included in any of the R-IEVS matches must be met in accordance with the ACWDL dated May 4, 2020. Special Investigative Units (SIU) Pursuant to Manual of Policies and Procedures (MPP) Section 20-004, referrals must still be made to SIU when fraud is suspected in order to maintain program integrity regardless of temporary waiver periods, restrictions, or thresholds that may be implemented by the CDSS or the United States Department of Agriculture, Food and Nutrition Service due to the COVID-19 crisis. County Investigators will continue to have the option to conduct face-to-face interviews while adhering to state and county physical distancing requirements (for example, maintaining a distance of six feet). However, consideration should be given to using non face-to-face interviews when possible, to mitigate the spread of COVID-19. If fraud is suspected but further evidence such as a face-to-face interview is needed, such referrals can be reassessed later within the statute of limitations to investigate. Likewise, no application or aid should be delayed, denied, or interrupted without sufficient evidence to take case action. It is important to note that investigators may be required to perform duties as law enforcement officers and first responders for their counties during the COVID-19 crisis, engaging the public as circumstances and personal safety allow. The CDSS’ Program Integrity Bureau will continue to monitor respective email inboxes for policy interpretation requests, tax intercept inquiries, IEVS review inquiries, and SIU inquiries. If you have any questions regarding any of these topics, please call (916) 654-2125 or email pibpolicyunit.dss.ca.gov. For CalFresh program questions or inquiries, please contact the CalFresh Policy Bureau at (916) 651-8047. For CalWORKs program questions or inquiries, please contact the Early Engagement and Eligibility Bureau at (916) 654-1322. Attachment Taking Calls from Clients Pertaining to Federal Tax Information (FTI) Attachment 1 Taking Calls from Clients Pertaining to Federal Tax Information (FTI) This guide will help county workers when talking with clients over a Voice Over Internet Protocol (VoIP) line when the county workers need to discuss discrepancies from Income and Eligibility Verification System (IEVS) matches that contain FTI. Most importantly: Do NOT record calls that may possibly include FTI. Regardless of all efforts to prevent disclosing FTI county workers must NOT record telephone conversations that might include FTI. Do not disclose FTI over a VOIP telephone line. Even if a client calls to discuss their own information, do not discuss their FTI. Remember that data provided by the client or the third-party (e.g. bank or employer) is NOT FTI and may be discussed. Be careful to avoid disclosing data that was not provided by the client or the third party. How to Prevent Disclosing FTI over a VoIP Line: Do not provide details from the IRS Asset or BEER matches. Do not reveal the source of the information or tax year. Use vague terms when referencing data and its sources such as retirement instead of your federal retirement benefits from working for the IRS. A strategy is to use information previously reported by the client or a third party and available in the client’s record. Because the client\/third party reported the data it is not FTI. If a client worked at Mary’s Pie Shoppe before working for the employer in the BEER match and then worked at Red’s Diner after leaving the employer in the BEER match the county worker can ask Did you work between Mary’s Pie Shoppe and Red’s Diner? If so, where? Or, if the client worked at a second job during all or part of the timeframe, they worked for the employer listed in the BEER match, the county worker can ask Did you work a second job in the spring of 2020? If so, where? Let the client provide details. Data sourced from and provided by clients is not FTI. It may be personally identifying information, but it is not FTI. Approved Sample Questions: Do you have any earned or unearned income? Is there any change to your work hours? Does the company you work for go by another name? Are you self-employed? Have you had any change in your income? Did you start a new job? Are you still working at Knitting Knecessities (IF this employer has already been reported by the client)? Taking Calls from Clients Pertaining to Federal Tax Information (FTI) Attachment 2 Did you work a second job during the [season] of [year]? (For example – fall of 2018 or summer of 2016.) Have you ever won anything in the lottery? If so, where, and when? Have you ever won anything at a casino or racetrack? If so, where, and when? Are you getting any retirement benefits? If so, from where? Unapproved Sample Questions: Can you verify the income from your IRS tax report? Can you verify the information we received from the IRS regarding an income from tax year [year]? Can you verify this unearned income we received from the IRS? Did you work for Snickerdoodles? (IF Snickerdoodles is found in the BEER or Asset match, and the client has not previously disclosed this employer.) Did you win $94,000 playing poker in Vegas in September 2017? (When the IRS Asset match clearly shows $94,000 in gambling winnings from a Las Vegas casino.) At no time can FTI be disclosed to the client during this call. If the client does not independently disclose the information received in the IRS or BEER match, thank the client for their call and end the conversation without disclosing information from the match. Close the case due to insufficient information or refer the case for investigation (do not include FTI in the referral for investigation). ACWDL_PIB Response to COVID-19 (f) Attachment-Taking Calls from Clients Pertaining to FTI ”

” May 5, 2020 CALIFORNIA DEPARTMENT OF SOCIAL SERVICES EXECUTIVE SUMMARY ALL COUNTY WELFARE DIRECTORS LETTER The purpose of this letter is to provide County Welfare Departments with guidance to implement the provisions of Executive Order N-59-20 signed by Governor Newsom on May 4, 2020, pertaining to the treatment of the Coronavirus Aid, Relief, and Economic Security (CARES) Act Pandemic Unemployment Compensation (PUC) payments in California Work Opportunity and Responsibility to Kids (CalWORKs), Refugee Cash Assistance (RCA), Entrant Cash Assistance (ECA), and the Trafficking and Crime Victims Assistance Program (TCVAP). May 5, 2020 ALL COUNTY WELFARE DIRECTORS LETTER TO: ALL COUNTY WELFARE DIRECTORS (ACWDL) FROM: JENNIFER HERNANDEZ, DEPUTY DIRECTOR FAMILY ENGAGEMENT AND EMPOWERMENT DIVISION SUBJECT: CALWORKS IMPLEMENTATION OF EXECUTIVE ORDER N-59-20 REGARDING EXEMPTING PANDEMIC UNEMPLOYMENT COMPENSATION (PUC) FROM CONSIDERATION AS INCOME IN CALIFORNIA WORK OPPORTUNITY AND RESPONSIBILITY TO KIDS (CALWORKS), REFUGEE CASH ASSISTANCE (RCA), ENTRANT CASH ASSISTANCE (ECA), AND THE TRAFFICKING AND CRIME VICTIMS ASSISTANCE PROGRAM (TCVAP) REFERENCE: EXECUTIVE ORDER N-59-20 SIGNED MAY 1, 2020; AND H.R. 6201 [PUBLIC LAW NO. 116-127 (3\/18\/20)] FAMILIES FIRST CORONAVIRUS RESPONSE ACT; H.R. 748 [PUBLIC LAW NO. 116-136 (3\/27\/20)] CORONAVIRUS AID, RELIEF, AND ECONOMIC SECURITY ACT; AND WELFARE AND INSTITUTIONS CODE (WIC) SECTIONS 11157, 11450.12, 11451.5, AND MANUAL OF POLICIES AND PROCEDURES (MPP) SECTIONS 44-101(g), 44-102.14, 44-103.121, 44-113. The purpose of this ACWDL is to provide County Welfare Departments (CWDs) with guidance on implementing the provisions of Executive Order N-59-20 signed by Governor Newsom on May 1, 2020, pertaining to the exemption of Coronavirus Aid, Relief, and Economic Security (CARES) Act PUC payments for CalWORKs, RCA, ECA, and TCVAP recipients. This guidance is effective immediately. https:\/\/www.gov.ca.gov\/wp-content\/uploads\/2020\/05\/5.1.20-EO-N-59-20-text.pdf https:\/\/www.congress.gov\/bill\/116th-congress\/house-bill\/6201\/text https:\/\/www.congress.gov\/bill\/116th-congress\/house-bill\/6201\/text https:\/\/www.congress.gov\/bill\/116th-congress\/house-bill\/6201\/text https:\/\/www.congress.gov\/bill\/116th-congress\/house-bill\/748?q=%7B%22search%22%3A%5B%22HR%2B748%22%5D%7D&s=1&r=1 https:\/\/www.congress.gov\/bill\/116th-congress\/house-bill\/748?q=%7B%22search%22%3A%5B%22HR%2B748%22%5D%7D&s=1&r=1 https:\/\/www.congress.gov\/bill\/116th-congress\/house-bill\/748?q=%7B%22search%22%3A%5B%22HR%2B748%22%5D%7D&s=1&r=1 https:\/\/leginfo.legislature.ca.gov\/faces\/codes_displaySection.xhtml?sectionNum=11157.&lawCode=WIC https:\/\/leginfo.legislature.ca.gov\/faces\/codes_displaySection.xhtml?sectionNum=11157.&lawCode=WIC https:\/\/leginfo.legislature.ca.gov\/faces\/codes_displaySection.xhtml?sectionNum=11450.12.&lawCode=WIC https:\/\/leginfo.legislature.ca.gov\/faces\/codes_displaySection.xhtml?sectionNum=11451.5.&lawCode=WIC https:\/\/www.cdss.ca.gov\/ord\/entres\/getinfo\/pdf\/10EAS.pdf https:\/\/www.cdss.ca.gov\/ord\/entres\/getinfo\/pdf\/10EAS.pdf https:\/\/www.cdss.ca.gov\/ord\/entres\/getinfo\/pdf\/10EAS.pdf https:\/\/www.cdss.ca.gov\/ord\/entres\/getinfo\/pdf\/10EAS.pdf https:\/\/www.cdss.ca.gov\/ord\/entres\/getinfo\/pdf\/10EAS.pdf https:\/\/www.gov.ca.gov\/wp-content\/uploads\/2020\/05\/5.1.20-EO-N-59-20-text.pdf All County Welfare Directors Letter Page Two This letter also provides guidance on the treatment of other CARES Act provisions pertaining to Pandemic Unemployment Assistance (PUA) and Pandemic Emergency Unemployment Compensation (PEUC) payments in the CalWORKs, RCA and TCVAP programs. CalWORKs, RCA, ECA, and TCVAP Treatment of PUC, PUA and PEUC PUC Section 2104 of the CARES Act provides individuals receiving unemployment benefits with an additional $600 in Federal PUC weekly unemployment benefits, through July 31, 2020. In response to COVID-19 and to help ensure that CalWORKs\/RCA\/ECA\/TCVAP recipients continue to have access to benefits and services to help meet their basic needs, Executive Order N-59-20 provides authority for the Department to exempt PUC payments from consideration as income in determining recipients’ continued eligibility or grant amount. Executive Order N-59-20 did not exempt PUC payments from consideration as income in determining eligibility for CalWORKs\/RCA\/ECA\/TCVAP applicants; therefore, PUC must be treated in the same manner as regular state unemployment insurance benefits at application. Additional implementation information will be provided to counties by the Statewide Automated Welfare Systems (SAWS) in a County Information Transmittal (CIT). PUA and PEUC Section 2102 of the CARES Act created the PUA program, which expands unemployment coverage to individuals who do not qualify for regular unemployment insurance benefits (UIB) and are unable to work due to the COVID-19 public health emergency, such as self-employed workers (including gig workers and independent contractors), part-time workers, and those with limited work histories. Up to 39 weeks of PUA are available to eligible workers. The program will expire on December 31, 2020, unless otherwise extended. Section 2107 of the CARES Act created the PEUC program, which provides an additional 13 weeks of federally-funded unemployment compensation to individuals who have exhausted their state UIB, effective through December 31, 2020. PUA and PEUC payments are not exempt under Executive Order N-59-20 and are to be treated in the same manner as regular state unemployment insurance benefits. All County Welfare Directors Letter Page Three Pursuant to Welfare and Institutions Code (WIC) sections 11157, 11450.12 and 11451.5, unearned income is not subject to exemption from the calculation of the income of the family for purposes of determining CalWORKs eligibility or grant amount. PUA and PEUC payments must continue to be treated as unearned income for the purposes of determining CalWORKs eligibility and grant amount. In addition, the CWD must examine income available to the applicant or recipient from potential sources including unemployment insurance per MPP Section 44-103.121. Case Comments When exempting PUC payments pursuant to Executive Order N-59-20, adequate case documentation is essential. Case narration, including a reference to COVID-19 will allow case reviewers to determine that all CalWORKs requirements have been met under the authority of the Executive Order. If you have questions or need additional guidance regarding the information in this letter, contact: For CalWORKs, the Early Engagement and Eligibility Bureau at (916) 654-1322. For RCA, ECA, and TCVAP, the Refugee Programs Bureau at (916) 654-4356. EXECUTIVE SUMMARY CalWORKs, RCA, ECA, and TCVAP Treatment of PUC, PUA and PEUC Case Comments ”

” May 7, 2020 CALIFORNIA DEPARTMENT OF SOCIAL SERVICES EXECUTIVE SUMMARY ALL COUNTY WELFARE DIRECTOR LETTER The purpose of this All County Welfare Directors Letter (ACWDL) is to provide County Welfare Departments (CWDs) with information regarding implementation of provisions of the Families First Coronavirus Response Act (the Act) section 1101(d) pertaining to California Pandemic EBT (P-EBT). https:\/\/www.congress.gov\/116\/bills\/hr6201\/BILLS-116hr6201enr.pdf May 7, 2020 ALL COUNTY WELFARE DIRECTORS LETTER TO: ALL COUNTY WELFARE DIRECTORS LETTER FROM: JENNIFER HERNANDEZ, DEPUTY DIRECTOR FAMILY ENGAGEMENT AND EMPOWERMENT DIVISION SUBJECT: IMPLEMENTATION OF PANDEMIC EBT (P-EBT) REFERENCE: H.R. 6201 FAMILIES FIRST CORONAVIRUS RESPONSE ACT The purpose of this All County Welfare Directors Letter (ACWDL) is to provide County Welfare Departments (CWDs) with information regarding implementation of provisions of the Families First Coronavirus Response Act (the Act) section 1101(d) pertaining to California Pandemic EBT (P-EBT). California has experienced a rapid increase in the spread of Coronavirus Disease 2019 (COVID-19). Extensive public health warnings have been issued statewide to reduce exposure, including orders to practice social distancing and eliminate group gatherings. The majority of schools across the state closed on March 16th in order to prevent the spread of COVID-19. All California schools have or will be shifting to distance learning for the remainder of the 2019-20 academic school year. This has resulted in nearly 4 million students potentially losing regular access to free or reduced-price (FRP) meals at school. To ensure students are receiving an alternative to FRP meals in response to COVID-19 school closures, the Act section 1101(d) provides authority for the California Department of Social Services (CDSS) to provide P-EBT food benefits. The P-EBT benefit amount will be equal to the value of school meals for each day the majority of California schools are closed. The value of the school meals is based on the federal reimbursement rate for breakfast and lunch at the free rate, as specified by the U.S. Department of Agriculture. https:\/\/www.congress.gov\/116\/bills\/hr6201\/BILLS-116hr6201enr.pdf All County Welfare Directors Letter Page Two COUNTY WELFARE DEPARMENTS ROLE IN P-EBT The CWDs will not be responsible for implementing P-EBT. However, because of CWDs role as trusted community service providers, the CDSS does anticipate that eligible families will contact CWDs with general questions about P-EBT. Because P- EBT benefits are a critical nutrition support provided in response to COVID-19, the CDSS is asking CWDs to proactively share information about the availability of P-EBT benefits with eligible families. The purpose of this ACWDL is to assist CWDs with sharing information about P-EBT and answering questions received from P-EBT eligible families. P-EBT ELIGIBILITY Families are eligible for P-EBT if they: Include an eligible child or children, who if not for the school closure during a public health emergency designation and due to concerns about a COVID-19 outbreak, would receive FRP meals, and The child’s school has been closed for at least 5 consecutive days during a public health emergency designation and due to concerns about a COVID-19 outbreak. Because all school facilities across California have closed as a result of COVID-19, all students eligible for FRP meals statewide are eligible for P-EBT. This includes students attending public charter schools and private schools so long as the charter school or private school participates in the federally funded School Breakfast Program and\/or the National School Lunch Program. VERIFICATION OF P-EBT ELIGIBILITY P-EBT eligibility verification and tracking will occur at the state-level and will not impact the CWDs. The CDSS will take one of two routes to verify a student’s eligibility for P- EBT: Automatic eligibility for those FRP meal eligible students receiving certain benefits, including CalFresh, CalWORKs, Medi-Cal and foster care, that result in their direct certification for FRP meals, or An online application for those FRP meal eligible students not receiving benefits that result in their direct certification for FRP meals, but that are currently approved for FRP meals based on the paper application process or community eligibility. All County Welfare Directors Letter Page Three In verifying eligibility, the CDSS will first identify all students who are currently FRP meal eligible statewide. The CDSS will accomplish this through a universal data exchange agreement with the California Department of Education (CDE). Second, the CDSS will identify which students are automatically eligible for P-EBT and which students must apply online. Students who receive CalFresh, CalWORKs, Medi-Cal, or foster care and have been directly certified will be automatically eligible for P-EBT. Families with children deemed automatically eligible for P-EBT will receive a P-EBT card in the mail without applying for P-EBT. Students who are FRP meal eligible, but who are not automatically eligible for P-EBT will need to fill out a short online application (see Online Application section below). The information provided through the application will be checked against the list of all students who are FRP meal eligible statewide to verify that the student was approved to receive FRP meals for the 2019-20 school year. If verified eligible, families will receive a P-EBT card in the mail within 5-10 days of application. P-EBT ONLINE APPLICATION P-EBT card issuance will begin May 8 to all automatically eligible families. If a family believes themselves to be eligible for P-EBT but has not received a P-EBT card by about May 25, they should apply online. The CDSS will administer the P-EBT online application, developed in partnership with Code for America. The online application will be available through a dedicated P-EBT URL and will include an information page where families can learn more about P-EBT. The application will be user-friendly and available in English, Spanish, and Chinese. The application will launch on May 22. Eligible families can apply for P-EBT here beginning on May 22: https:\/\/ca.p- ebt.org\/ Eligible families can access the P-EBT information page here beginning now: https:\/\/ca.p-ebt.org\/info P-EBT BENEFIT AMOUNT The P-EBT benefit amount is equal to the daily federal reimbursement rate for free breakfast and lunch multiplied by the average number of days schools were closed each month for each eligible child. California has been approved to provide benefits for all school days from March 16th through June 12th, 2020. Based on the federal per diem reimbursement for free breakfast of $2.20 and lunch of $3.50, the daily P-EBT benefit will be $5.70. https:\/\/ca.p-ebt.org\/ https:\/\/ca.p-ebt.org\/ https:\/\/ca.p-ebt.org\/info All County Welfare Directors Letter Page Four Most P-EBT eligible children will receive a total of $365 in P-EBT benefits. Families that must complete an application will receive the full amount as long as they apply by June 30th, 2020. P-EBT is a one-time benefit. Eligible families who are required to apply and do not to do so by June 30, 2020 will not be able to receive benefits once the online application closes. A very limited number of P-EBT eligible children who were directly certified eligible for FRP meals for the first time this school year after the school closure will receive less than $365 in P-EBT benefits depending on the month in which they were directly certified as eligible for FRP meals. These P-EBT eligible children, like others directly certified before the school closure, do not need to apply online. That said, these families’ P-EBT card may arrive in the mail as late as the end of the month of June depending on when they were directly certified. P-EBT CARDS Eligible families will receive a standalone P-EBT card. The P-EBT card will look different than California’s EBT card that is used to issue CalFresh and CalWORKs benefits. The P-EBT card is black and white and clearly labeled ‘P-EBT Card’. All P- EBT cards will arrive in the mail with a card insert containing information on how the family can activate the card. While they will look different, P-EBT cards can be used just like regular EBT cards. They will be accepted at all locations that CalFresh EBT cards are accepted including grocery stores, farmer’s markets, and at approved online grocery retailers. EBT SYSTEM INFORMATION FIS has set up County 70 for the management of P-EBT cases and benefits. County users with access to the EBT EDGE Web Admin system will be able to view P-EBT cardholders and benefits in County 70 in read-only format and P-EBT cases will be included in search results. The EBT case number, or State Unique Identifier (SUID), for all P-EBT cases begins with 70 . Initial and replacement P-EBT cards can only be mailed to clients by FIS. There is no over-the-counter issuance of P-EBT cards. P-EBT cards include the regular EBT customer service number on the back and cardholders should be referred to this number as the first line of help for P-EBT issues. P-EBT, CALFRESH AND TO GO SCHOOL MEALS P-EBT is not the same as or a replacement for CalFresh benefits. P-EBT is a separate food benefit that will be provided to eligible CalFresh and non-CalFresh households with children who may have temporarily lost access to FRP meals. P-EBT will have no bearing on CalFresh eligibility. All County Welfare Directors Letter Page Five P-EBT eligible families may receive P-EBT, CalFresh, and to go school meals at the same time. P-EBT eligible families do not need to choose between these available resources. PROPOSED P-EBT TIMELINE P-EBT Card Issuance Begins: May 8, 2020 California’s EBT vendor will begin issuing P-EBT cards to families determined P-EBT eligible based on direct certification data. The first phase of P-EBT card issuance to about 2 million eligible children is anticipated to be complete within 14 days. Online Application Launch: May 22, 2020 The P-EBT online application will launch after P-EBT cards have been issued to families determined eligible based on direct certification data. P-EBT cards are expected to arrive via mail 5-10 days from the date of application. Online Application Closes: June 30, 2020 The P-EBT online application will close on June 30, 2020. Final P-EBT cards are expected to arrive via mail 5-10 days from the close of the application. P-EBT OUTREACH The CDSS and CDE will implement a phased and targeted outreach plan to ensure that all children eligible for FRP meals across the state are aware of the availability of P- EBT. The P-EBT outreach plan will be carried out by education partners, including schools and school districts, as well as community-based organizations and CWDs who serve families with low income. The goal of the outreach plan will be to ensure families who are eligible and receive their P-EBT benefits via data match know what P-EBT benefits are and why they are getting them, how to activate and use their P-EBT benefits, where to get more info about P-EBT benefits, and that they do not need to apply online. Families who are eligible for P-EBT benefits but not identified through the data match should know they need to apply online, where to apply online, and how to get more info about P-EBT benefits. The CWDs can spread the word about P-EBT by directing clients to information regarding P-EBT. The CDSS will be posting partner outreach materials, including flyers and FAQs, at www.cdss.ca.gov\/pandemic-ebt. http:\/\/www.cdss.ca.gov\/pandemic-ebt All County Welfare Directors Letter Page Six Clients can also visit www.ca.p-ebt.org\/ or www.ca.p-ebt.org\/info If you have any questions or need additional guidance regarding the information in this letter, contact the CalFresh Policy Bureau at [email protected]. http:\/\/www.ca.p-ebt.org\/ http:\/\/www.ca.p-ebt.org\/info mailto:[email protected] ”

” May 11, 2020 CALIFORNIA DEPARTMENT OF SOCIAL SERVICES EXECUTIVE SUMMARY ALL COUNTY WELFARE DIRECTORS LETTER This All County Welfare Directors Letter (ACWDL) provides guidance to County Welfare Departments regarding the CalWORKs Stage One Child Care immediate and continuous eligibility policy in relation to the statewide outbreak of Coronavirus disease (COVID-19 or Novel Coronavirus). May 11, 2020 ALL COUNTY WELFARE DIRECTORS LETTER TO: ALL COUNTY WELFARE DIRECTORS FROM: JENNIFER HERNANDEZ, Deputy Director Family Engagement and Empowerment Division SUBJECT: CALIFORNIA WORK OPPORTUNITY AND RESPONSIBILITY TO KIDS (CALWORKS) STAGE ONE CHILD CARE: IMMEDIATE AND CONTINUOUS ELIGIBILITY POLICY AS PERTAINS TO THE CORONAVIRUS DISEASE (COVID-19 OR NOVEL CORONAVIRUS) The purpose of this letter is to provide guidance to County Welfare Departments (CWDs) regarding the CalWORKs Stage One Child Care immediate and continuous eligibility policy and procedures in relation to the statewide outbreak of Coronavirus disease (COVID-19 or Novel Coronavirus). CWDs are reminded to continue to implement immediate and continuous eligibility as outlined in All County Letter (ACL) 19-99, ACL 19-110, and ACL 20-03, and in accordance with Senate Bill 80 and Assembly Bill 121. To the extent that this letter is inconsistent with guidance provided in ACWDLs dated March 13 and March 30, 2020, the guidance contained in this ACWDL supersedes previous ACWDLs. The California Department of Social Services (Department) is in continuous contact with the California Department of Education (CDE) and other partners in efforts to ensure that all guidance issued to CWDs is in alignment across the entire child care system during this critical time. The Department is focused on ensuring that child care services for CalWORKs families continue, while putting necessary safeguards in place to mitigate potential decreases to child care capacity during and after the COVID-19 emergency. These safeguards include streamlining attendance requirements, paying providers based on certified need, and allowing temporary payments for nonoperational child care providers. The Department has ensured that contractors will reimburse providers that have closed due to the response to COVID-19 and are not providing services for up to 30 days after closure (ACWDL, March 30, 2020). https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACLs\/2019\/19-99.pdf https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACLs\/2019\/19-99.pdf https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACLs\/2019\/19-110.pdf https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACLs\/2020\/20-03.pdf http:\/\/leginfo.legislature.ca.gov\/faces\/billNavClient.xhtml?bill_id=201920200SB80 http:\/\/leginfo.legislature.ca.gov\/faces\/billNavClient.xhtml?bill_id=201920200AB121 https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACWDL\/2020\/ACWDL_3-30-20.pdf All County Welfare Directors Letter Page Two Any disruptions in child care use due to COVID-19 shall not change the family’s child care authorization. All new CalWORKs cases will continue to be authorized for 12 months of full-time child care, concurrently with the family’s CalWORKs cash aid approval, even if Welfare-to-Work or other engagement activities are temporarily suspended. Immediate and continuous Stage One Child Care will continue to begin on the date the child care authorization is provided or the first day child care is used, whichever is later. Due to COVID-19 and the resulting recertification waivers affecting multiple self-sufficiency programs, some families will have a child care authorization that lasts longer than 12 months. CalWORKs families who were receiving campus child care and are currently in need of Stage One Child Care due to the closing of campus child care centers will be eligible for immediate and continuous Stage One Child Care, so long as they meet CalWORKs eligibility guidelines. In addition, all families receiving Stage One Child Care will be eligible for a full-time child care authorization within SAWS or other automated systems for their school-age children whose schools are closed or engaging in distance learning until June 3, 2020. The Department continues to emphasize the importance of parental choice, which ensures CalWORKs participants can choose child care that is most suitable for their family. If you have any questions regarding this guidance, please contact the Child Care and Intergenerational Services Bureau at [email protected]. Sincerely, Original Document Signed By: JENNIFER HERNANDEZ, Deputy Director Family Engagement and Empowerment Division mailto:[email protected] ”

” May 28, 2020 CALIFORNIA DEPARTMENT OF SOCIAL SERVICES EXECUTIVE SUMMARY ALL COUNTY WELFARE DIRECTORS LETTER The purpose of this All County Welfare Directors Letter is to provide County Welfare Departments with guidance regarding three federal waivers that, in response to the coronavirus emergency pandemic, have been extended until June 30, 2020: a waiver of the initial application and recertification interview (if certain criteria are met), a waiver of the requirement to conduct a face-to-face interview if requested by the household, and a waiver of the recording requirement for telephonic signatures (if certain criteria are met). May 28, 2020 ALL COUNTY WELFARE DIRECTORS LETTER TO: ALL COUNTY WELFARE DIRECTORS FROM: JENNIFER HERNANDEZ, DEPUTY DIRECTOR FAMILY ENGAGEMENT AND EMPOWERMENT DIVISION SUBJECT: CALFRESH EXTENSION OF WAIVERS TO SUPPORT TIMELY PROCESSING OF APPLICATIONS IN RESPONSE TO CORONAVIRUS: INTERVIEW AND TELEPHONIC SIGNATURE REFERENCE: ACWDL APRIL 2, 2020; TITLE 7 OF THE CODE OF FEDERAL REGULATIONS (CFR) SECTION 273.14(b)(3) Waiver Extension The purpose of this All County Welfare Directors Letter (ACWDL) is to provide County Welfare Departments (CWDs) with guidance regarding the extension of three federal waivers in response to the coronavirus pandemic emergency. These waivers, requested by the California Department of Social Services and approved by the US Department of Agriculture, Food and Nutrition Service (FNS), support the timely processing of CalFresh applications. The following waivers are extended until June 30, 2020: a waiver of the initial application and recertification interview (if certain criteria are met); a waiver of the requirement to conduct a face-to-face interview if requested; and a waiver of the recording requirement for telephonic signatures (if certain criteria are met). Importantly, the waiver of the interview now applies at both initial application and recertification. Originally this waiver was limited to initial application because all CalFresh recertifications had been postponed for the months of March, April and May. For CalFresh recertifications with a June submit month, the interview may now be https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACWDL\/2020\/ACWDL_04-02-20.pdf https:\/\/www.ecfr.gov\/cgi-bin\/retrieveECFR?gp=1&SID=e343166be9ccb17bf34e83a69f2bf94d&h=L&mc=true&n=pt7.4.273&r=PART&ty=HTML#se7.4.273_114 https:\/\/www.ecfr.gov\/cgi-bin\/retrieveECFR?gp=1&SID=e343166be9ccb17bf34e83a69f2bf94d&h=L&mc=true&n=pt7.4.273&r=PART&ty=HTML#se7.4.273_114 All County Welfare Directors Letter Page Two waived if certain criteria are met, as detailed in the original guidance linked above and below. For detailed guidance on implementation of these waivers refer to the ACWDL issued on April 2, 2020. Transitional Nutrition Benefit Program In June, CWDs will begin processing recertifications for the state-funded Transitional Nutrition Benefit (TNB) Program. While the TNB recertification process does not require an interview, a complete Notice of Recertification For Transitional Nutrition Benefit (TNB) Program (TNB 4) must be received including a signature, in order for the household to continue receiving TNB benefits. If a CWD receives an incomplete TNB 4, the CWD may contact the household to complete the TNB 4 over the phone. This may include collection of an electronic signature over the phone. Because the TNB Program is a state-funded program, it is not subject to federal waiver approval. Therefore, the CDSS is extending the same signature flexibility granted for CalFresh by FNS to the TNB Program. If a CWD must collect a signature over the phone to complete the TNB recertification process and the CWD does not have existing technology to capture an electronic signature over the phone, the CWD may document in the case record the: Applicant’s name; Date and time of recertification; Summary of the information to which the applicant verbally assents; and Applicant’s response indicating agreement or disagreement (i.e. Yes or No) If you have questions or need additional guidance regarding the information in this letter, contact the CalFresh Policy Bureau at (916) 651-8047. Sincerely, Original Document Signed By: JENNIFER HERNANDEZ, Deputy Director Family Engagement and Empowerment Division https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACWDL\/2020\/ACWDL_04-02-20.pdf https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACWDL\/2020\/ACWDL_04-02-20.pdf https:\/\/www.cdss.ca.gov\/Portals\/9\/FMUForms\/Q-T\/TNB4.pdf?ver=2018-09-07-154255-620 https:\/\/www.cdss.ca.gov\/Portals\/9\/FMUForms\/Q-T\/TNB4.pdf?ver=2018-09-07-154255-620 FROM: JENNIFER HERNANDEZ, DEPUTY DIRECTOR SUBJECT: Calfresh EXTENSION OF WAIVERS TO SUPPORT TIMELY PROCESSING OF APPLICATIONS IN RESPONSE TO CORONAVIRUS: INTERVIEW AND TELEPHONIC SIGNATURE ”

” All County Welfare Directors Letter Page Zero June 5, 2020 CALIFORNIA DEPARTMENT OF SOCIAL SERVICES EXECUTIVE SUMMARY ALL COUNTY WELFARE DIRECTORS LETTER This letter provides guidance on temporary changes to the Income and Eligibility Verification System (IEVS) processes for County Welfare Departments affected by the statewide outbreak of the Coronavirus Disease 2019 (COVID-19). June 5, 2020 ALL COUNTY WELFARE DIRECTORS LETTER TO: ALL COUNTY WELFARE DIRECTORS FROM: Natasha Nicolai, Chief Data Strategist Deputy Director Research, Automation, and Data Division SUBJECT: TEMPORARY CHANGES TO THE INCOME AND ELIGIBILITY VERIFICATION SYSTEM (IEVS) PROCESSES IN RESPONSE TO COVID-19 The California Department of Social Services (CDSS) has issued several All County Letters (ACL) in response to concerns surrounding COVID-19. The ACLs provide general guidance and flexibilities available to County Welfare Departments (CWD) to continue to administer the California Work Opportunity and Responsibility to Kids (CalWORKs) and CalFresh programs. The purpose of this All County Welfare Directors Letter (ACWDL) is to provide guidance to CWDs on temporary changes related to program integrity. Temporary Changes to Paper and Electronic IEVS Match Distributions Consistent with other temporary changes in the CalWORKs and CalFresh program areas, all paper and electronic Recipient IEVS (R-IEVS) matches, except for Payment Verification System (PVS) matches, are suspended for the months of March, April, and May 2020. The CWDs must not process any R-IEVS matches (except for the electronic PVS match), received either by paper or electronically, during the suspension period. Additionally, CWDs have been granted an extension on any follow-up timeframes, as prescribed in Manual of Policies and Procedures Sections 20-006.42 and 20-006.5, and ACL 17-41, that fall in March, April, and May 2020. All County Welfare Directors Letter Page Two R-IEVS PVS Matches The PVS match is a monthly process that provides CWDs with information on CalWORKs and CalFresh recipients who receive or are entitled to receive Retirement, Survivors and Disability Insurance (RSDI), State Unemployment Insurance (UI), or Disability Insurance (DI) benefits. The match is generated from information received from the California Employment Development Department (EDD) and the Social Security Administration (SSA). On March 27, 2020, the Coronavirus Aid Relief and Economic Security (CARES) Act authorized temporary additional UI benefits, referred to as Pandemic Unemployment Compensation (PUC). These additional benefits are being issued by the EDD. CalFresh Treatment of PUC, Pandemic Unemployment Assistance (PUA), and Pandemic Emergency Unemployment Compensation (PEUC) As stated in ACWDL dated April 21, 2020, PUC, PUA, and PEUC payments authorized under the CARES Act must be considered unearned income for the purposes of determining a household’s CalFresh eligibility and benefit amount. CalWORKs Treatment of PUC, PUA, and PEUC As stated in ACWDL dated May 5, 2020, PUC payments must be exempt from consideration as income in determining CalWORKs recipients’ continued eligibility or grant amount, while PUA and PEUC payments must not be exempt from consideration as income for CalWORKs applicants and recipients. PUC must not be exempt from consideration as income for CalWORKs applicants. Verifying PUC, PUA, and PEUC Payments The CDSS is currently working with the EDD to provide PUC, PUA, and PEUC payments in the PVS match. In the meantime, CWDs must continue to process PVS matches based on the information received according to existing program rules. There may be circumstances where recipients provide additional information related to PUC, PUA and PEUC as follows: CalFresh cases If a recipient responds to a notice of adverse action with the additional income, the CWD must verify the recipient’s receipt of PUC, PUA, or PEUC benefits and take appropriate action. CalWORKs cases Any additional UI benefits reported by the recipient must be paired with earned income and exceed the recipient’s Income Reporting Threshold (IRT) to be considered a missed mandatory report (over IRT). If the All County Welfare Directors Letter Page Three CWD discovers the recipient may have missed a mandatory report, a recipient verification letter must be mailed to the recipient to request verification of all UI benefits. CWDs are required to request verification of PUA and PEUC benefits using a recipient verification letter (i.e., CW 63 or CW 2200) prior to taking any action. Other R-IEVS Matches The CDSS has suspended the distribution of electronic and paper R-IEVS matches through May 31, 2020. The suspension affects the following R-IEVS matches: Annual Internal Revenue Service (IRS) Asset Match; Beneficiary Earning Exchange Record (BEER); California Youth Authority (CYA); Deceased Persons Match (DPM); Fleeing Felon Match (FFM); Integrated Fraud Detection (IFD); Nationwide Prisoner Match (NPM); and New Hire Registry (NHR). Beginning June 1, 2020, all matches that would have normally been distributed either by paper or electronically will resume. This includes the BEER, CYA, DPM (next match delivery is November 2020), FFM, IFD, NPM, and NHR. However, the Annual IRS Asset Match will not be distributed this year. It will resume in early 2021. CalFresh Quality Control (QC) Impact The CDSS will waive QC reviews for all paper and electronic IEVS matches (except for PVS matches) for the months of March, April, and May 2020. The QC reviews for such IEVS matches will resume beginning June 1, 2020. Voice over Internet Protocol (VoIP) Use with Federal Tax Information (FTI) for BEER and IRS Asset Matches The CWDs who are using VoIP to verify information found on R-IEVS matches that contain FTI are reminded to follow guidance provided in ACL 19-07. Under no circumstances can FTI be disclosed to the recipient during the call. Attached is additional guidance on how to securely use VoIP when working on R-IEVS matches containing FTI. This guidance applies to the BEER and IRS Asset matches only. All County Welfare Directors Letter Page Four CWD Employees Working Remotely on R-IEVS Matches The CWDs are reminded that the security requirements for remote access to SSA and other personally identifiable information data included in any of the R-IEVS matches must be met in accordance with the ACWDL dated May 4, 2020. Special Investigative Units (SIU) Pursuant to Manual of Policies and Procedures (MPP) Section 20-004, referrals must still be made to SIU when fraud is suspected in order to maintain program integrity regardless of temporary waiver periods, restrictions, or thresholds that may be implemented by the CDSS or the United States Department of Agriculture, Food and Nutrition Service due to the COVID-19 crisis. County Investigators will continue to have the option to conduct face-to-face interviews while adhering to state and county physical distancing requirements (for example, maintaining a distance of six feet). However, consideration should be given to using non face-to-face interviews when possible, to mitigate the spread of COVID-19. If fraud is suspected but further evidence such as a face-to-face interview is needed, such referrals can be reassessed later within the statute of limitations to investigate. Likewise, no application or aid should be delayed, denied, or interrupted without sufficient evidence to take case action. It is important to note that investigators may be required to perform duties as law enforcement officers and first responders for their counties during the COVID-19 crisis, engaging the public as circumstances and personal safety allow. The CDSS’ Program Integrity Bureau will continue to monitor respective email inboxes for policy interpretation requests, tax intercept inquiries, IEVS review inquiries, and SIU inquiries. If you have any questions regarding any of these topics, please call (916) 654-2125 or email pibpolicyunit.dss.ca.gov. For CalFresh program questions or inquiries, please contact the CalFresh Policy Bureau at (916) 651-8047. For CalWORKs program questions or inquiries, please contact the Early Engagement and Eligibility Bureau at (916) 654-1322. Attachment Taking Calls from Clients Pertaining to Federal Tax Information (FTI) Attachment 1 Taking Calls from Clients Pertaining to Federal Tax Information (FTI) This guide will help county workers when talking with clients over a Voice Over Internet Protocol (VoIP) line when the county workers need to discuss discrepancies from Income and Eligibility Verification System (IEVS) matches that contain FTI. Most importantly: Do NOT record calls that may possibly include FTI. Regardless of all efforts to prevent disclosing FTI county workers must NOT record telephone conversations that might include FTI. Do not disclose FTI over a VOIP telephone line. Even if a client calls to discuss their own information, do not discuss their FTI. Remember that data provided by the client or the third-party (e.g. bank or employer) is NOT FTI and may be discussed. Be careful to avoid disclosing data that was not provided by the client or the third party. How to Prevent Disclosing FTI over a VoIP Line: Do not provide details from the IRS Asset or BEER matches. Do not reveal the source of the information or tax year. Use vague terms when referencing data and its sources such as retirement instead of your federal retirement benefits from working for the IRS. A strategy is to use information previously reported by the client or a third party and available in the client’s record. Because the client\/third party reported the data it is not FTI. If a client worked at Mary’s Pie Shoppe before working for the employer in the BEER match and then worked at Red’s Diner after leaving the employer in the BEER match the county worker can ask Did you work between Mary’s Pie Shoppe and Red’s Diner? If so, where? Or, if the client worked at a second job during all or part of the timeframe, they worked for the employer listed in the BEER match, the county worker can ask Did you work a second job in the spring of 2020? If so, where? Let the client provide details. Data sourced from and provided by clients is not FTI. It may be personally identifying information, but it is not FTI. Approved Sample Questions: Do you have any earned or unearned income? Is there any change to your work hours? Does the company you work for go by another name? Are you self-employed? Have you had any change in your income? Did you start a new job? Are you still working at Knitting Knecessities (IF this employer has already been reported by the client)? Taking Calls from Clients Pertaining to Federal Tax Information (FTI) Attachment 2 Did you work a second job during the [season] of [year]? (For example – fall of 2018 or summer of 2016.) Have you ever won anything in the lottery? If so, where, and when? Have you ever won anything at a casino or racetrack? If so, where, and when? Are you getting any retirement benefits? If so, from where? Unapproved Sample Questions: Can you verify the income from your IRS tax report? Can you verify the information we received from the IRS regarding an income from tax year [year]? Can you verify this unearned income we received from the IRS? Did you work for Snickerdoodles? (IF Snickerdoodles is found in the BEER or Asset match, and the client has not previously disclosed this employer.) Did you win $94,000 playing poker in Vegas in September 2017? (When the IRS Asset match clearly shows $94,000 in gambling winnings from a Las Vegas casino.) At no time can FTI be disclosed to the client during this call. If the client does not independently disclose the information received in the IRS or BEER match, thank the client for their call and end the conversation without disclosing information from the match. Close the case due to insufficient information or refer the case for investigation (do not include FTI in the referral for investigation). ACWDL_PIB Response to COVID-19 (f) Attachment-Taking Calls from Clients Pertaining to FTI ”

” June 11, 2020 CALIFORNIA DEPARTMENT OF SOCIAL SERVICES EXECUTIVE SUMMARY ALL COUNTY WELFARE DIRECTORS LETTER The purpose of this letter is to provide County Welfare Departments guidance to implement the provisions of Policy Letter (PL) 20-03 released April 24, 2020, and PL 20-04 released April 22, 2020, by the Office of Refugee Resettlement (ORR) pertaining to the extension and conditions of the receipt of Refugee Cash Assistance and Entrant Cash Assistance, which also impacts the state Trafficking and Crime Victims Assistance Program. June 11, 2020 ALL COUNTY WELFARE DIRECTORS LETTER TO: ALL COUNTY WELFARE DIRECTORS SUBJECT: REFUGEE CASH ASSISTANCE (RCA), ENTRANT CASH ASSISTANCE (ECA) AND TRAFFICKING AND CRIME VICTIMS ASSISTANCE PROGRAM (TCVAP) CASH ASSISTANCE EXTENSION OF TIME ELIGIBILITY AND CONDITIONS OF RECEIPT REFERENCE: TITLE 45, CODE OF FEDERAL REGULATIONS (CFR) 400.211, 400.146, and 400.155 (h); OFFICE OF REFUGEE RESETTLEMENT (ORR) POLICY LETTER (PLS) PL 16-01, 20-03 AND 20-04; EXECUTIVE ORDERS (EOS) N-29-20 AND N-59-20; CDSS MANUAL OF POLICIES AND PROCEDURES (MPP) 69- 200 300, 70-102 – 105; ALL COUNTY WELFARE DIRECTORS LETTER (ACWDL) MARCH 27, 2020, MAY 4, 2020, AND MAY 5, 2020 The purpose of this letter is to provide County Welfare Departments (CWDs) with guidance on implementing the time extension of eligibility for Refugee Cash Assistance (RCA), Entrant Cash Assistance (ECA), and Trafficking and Crime Victims Assistance Program (TCVAP) Cash Assistance benefits beyond the 8-month time limit until September 30, 2020, to ensure Californian refugee and immigrant communities can continue to meet their basic needs during the COVID-19 emergency. RCA, ECA and TCVAP Administration The RCA, ECA and TCVAP Cash Assistance programs provide cash benefits to refugee and immigrant populations for up to 8 months, unless otherwise provided. These programs follow the CalWORKs eligibility administrative rules with certain exceptions, such as a limited eligibility period without any breaks in time. In accordance with MPP 69-201.4, the CalWORKs program regulations apply to the financial eligibility and payments for the RCA program unless specifically superseded by RCA https:\/\/ecfr.io\/Title-45\/se45.3.400_143 https:\/\/www.ecfr.gov\/cgi-bin\/text-idx?SID=cc052da8b2eab59b8f6aaa9a19d55e65&mc=true&node=pt45.3.400&rgn=div5#se45.3.400_1146 https:\/\/www.ecfr.gov\/cgi-bin\/text-idx?SID=cc052da8b2eab59b8f6aaa9a19d55e65&mc=true&node=pt45.3.400&rgn=div5#se45.3.400_1155 https:\/\/www.acf.hhs.gov\/orr\/resource\/policy-letter-16-01 https:\/\/www.acf.hhs.gov\/sites\/default\/files\/orr\/pl_20_03_rca_rma_extension_covid_19.pdf https:\/\/www.acf.hhs.gov\/sites\/default\/files\/orr\/pl20_04_assistance_for_orr_populations_affected_by_covid_19.pdf https:\/\/www.gov.ca.gov\/wp-content\/uploads\/2020\/03\/3.17.20-N-29-20-EO.pdf https:\/\/www.gov.ca.gov\/wp-content\/uploads\/2020\/05\/5.1.20-EO-N-59-20-text.pdf http:\/\/cdss3pdnn1n1\/ord\/entres\/getinfo\/pdf\/SPMAN.pdf http:\/\/cdss3pdnn1n1\/ord\/entres\/getinfo\/pdf\/SPMAN.pdf http:\/\/cdss3pdnn1n1\/ord\/entres\/getinfo\/pdf\/SPMAN.pdf https:\/\/cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACWDL\/2020\/ACWDL_COVID-19_3-27-20.pdf https:\/\/cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACWDL\/2020\/CL_5-4-20-3.pdf https:\/\/cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACWDL\/2020\/ACWDL-CalWORKs-Implementation.pdf https:\/\/cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACWDL\/2020\/ACWDL-CalWORKs-Implementation.pdf https:\/\/cdss.ca.gov\/ord\/entres\/getinfo\/pdf\/SPMAN.pdf#page=21 All County Welfare Directors Letter Page Two regulations. In addition, per MPP 69-301 and 70-105, respectively, the financial eligibility and payments criteria for ECA and TCVAP benefits shall be the same as those for RCA. Note: It is important to note that applicants for Office of Refugee Resettlement (ORR) funded benefits and programs are exempt from the provision of Social Security Numbers (SSNs) pursuant to MPP 69-205.22. The same standard applies to TCVAP recipients. CWDs must inform RCA, ECA and TCVAP applicants that SSNs are not required to access benefits. RCA\/ECA Eligibility Requirements RCA\/ECA benefits are available in all 58 counties and provide ORR-funded cash assistance to refugee and eligible immigrant adults or families without children who are not eligible for other cash assistance programs such as CalWORKs, Social Security Income\/State Supplemental Payment, Cash Assistance Program for Immigrants, and others. CWDs are reminded that where there is an urgent need for assistance, it is within their authority to expedite the application process and issue RCA\/ECA initial payments on an emergency basis if necessary pursuant to MPP 69-211.2. Pursuant to MPP 69-202 and 69-302, refugees, asylees, Cuban or Haitian entrants, certain Amerasians from Vietnam, federally certified human trafficking victims, Special Immigrant Visa (SIV) holders from Afghanistan or Iraq, and other eligible populations are eligible for RCA\/ECA benefits. For additional details regarding eligible populations and documents, refer to page two of the County Refugee Program Guidelines, and for information regarding ORR documentation requirements, refer to ORR PL 16-01. The CWDs must determine the eligibility of RCA\/ECA applicants as promptly as possible within 30 days from the date of application. Per MPP 69-207, RCA\/ECA applicants must register for county-approved employment services within 30 days from date of application and prior to the issuance of cash aid. In order to continue receipt of cash assistance, RCA\/ECA recipients must comply with employment requirements within 30 days from date of issuance of cash assistance and submit timely SAR-7 reports, unless otherwise provided. RCA\/ECA Extension Period To ensure refugee and immigrants served by the ORR can continue to meet their basic needs during the COVID-19 emergency and pursuant to ORR PL 20-03, COVID-19 Extended Assistance for ORR Populations, dated April 22, 2020, the California Department of Social Services (the Department) has obtained authority to temporarily suspend 45 Code of Federal Regulations 400.211 and provide a time extension of https:\/\/cdss.ca.gov\/ord\/entres\/getinfo\/pdf\/SPMAN.pdf#page=21 https:\/\/cdss.ca.gov\/ord\/entres\/getinfo\/pdf\/SPMAN.pdf#page=21 http:\/\/cdss3pdnn1n1\/ord\/entres\/getinfo\/pdf\/SPMAN.pdf http:\/\/cdss3pdnn1n1\/ord\/entres\/getinfo\/pdf\/SPMAN.pdf http:\/\/cdss3pdnn1n1\/ord\/entres\/getinfo\/pdf\/SPMAN.pdf http:\/\/cdss3pdnn1n1\/ord\/entres\/getinfo\/pdf\/SPMAN.pdf https:\/\/cdss.ca.gov\/refugeeprogram\/res\/pdf\/CountyGuidelines\/06Guidelines.pdf https:\/\/www.acf.hhs.gov\/orr\/resource\/policy-letter-16-01 http:\/\/cdss3pdnn1n1\/ord\/entres\/getinfo\/pdf\/SPMAN.pdf https:\/\/www.acf.hhs.gov\/sites\/default\/files\/orr\/pl_20_03_rca_rma_extension_covid_19.pdf https:\/\/ecfr.io\/Title-45\/se45.3.400_143 All County Welfare Directors Letter Page Three RCA\/ECA cash benefits effective immediately per the date of this county letter, until September 30, 2020. The RCA\/ECA time extension is limited to eligible RCA\/ECA recipients whose date of eligibility (i.e., not the date of application) for RCA\/ECA benefits is between April 1, 2019, and January 31, 2020. RCA\/ECA applicants whose date of eligibility is February 1, 2020, or later, are not eligible for the time extension of assistance and will receive the normal 8 months of RCA\/ECA from the date of eligibility. RCA\/ECA Continuing Extension Cases For recipients who first became eligible for RCA\/ECA on or after April 1, 2019 to January 31, 2020, and who received their eighth month of RCA\/ECA cash payment in May 2020, or will reach the 8-month time limit after June 1, 2020, but before September 30, 2020, the CWDs should continue issuing extended cash assistance until September 30, 2020. For these recipients, the CWDs must provide uninterrupted issuance of cash payments until the end of the extension period. Pending the absence of automated processes in the Statewide Automation Welfare System, CWDs must manually rescind the discontinuances and not require these recipients to reapply for RCA\/ECA benefits. The CWDs must notify these recipients that their RCA\/ECA benefits have been extended by the ORR until September 30, 2020 due to the COVID- 19 emergency. Recipients are required to comply with SAR-7 reporting requirements unless otherwise provided. RCA\/ECA Reapplication Extension Cases For recipients who first became eligible on or after April 1, 2019 to January 31, 2020, but reached their 8-month time limit on or before April 2020, have been discontinued due to non-report, or have been terminated from RCA\/ECA due to non-compliance, the CWDs may grant extended RCA\/ECA benefits until September 30, 2020, if the clients reapply and meet the eligibility requirements. CWDs are encouraged to expeditiously use the resources at their disposal to directly notify these clients that they may be eligible for additional RCA\/ECA benefits and can reapply immediately. This communication should be issued as soon as possible, indicating that eligibility is limited to RCA\/ECA recipients who first became eligible on or after April 1, 2019 to January 31, 2020 and meet the program eligibility requirements. CWDs are encouraged to collaborate with their local Resettlement Agencies, Ethnic Community-Based Organizations, or County Refugee Forums to inform refugee and immigrant communities of this limited and time-sensitive opportunity. https:\/\/www.cdss.ca.gov\/inforesources\/refugees\/stakeholders\/ras https:\/\/www.cdss.ca.gov\/inforesources\/refugees\/stakeholders\/ecbos https:\/\/www.cdss.ca.gov\/inforesources\/refugees\/stakeholders\/ecbos https:\/\/www.cdss.ca.gov\/Portals\/9\/CAFSP\/Refugees\/Lists\/County_Refugee_Forums_Listing.pdf All County Welfare Directors Letter Page Four TCVAP Cash Assistance TCVAP Cash Assistance is a state-funded program modeled after the federal RCA\/ECA programs and provides benefits to non-citizen victims of crime who need immediate services, and who are obtaining a humanitarian immigration status while assisting in the prosecution of a crime. This includes victims of human trafficking who have not yet been certified by the Office of Trafficking in Persons (OTIP) and victims of domestic violence and other serious crimes who have applied for a U visa with the United States Citizenship and Immigration Services. For additional information regarding TCVAP eligibility determination guidelines, please refer to ACIN I-07-15. The administration of the TCVAP Cash Assistance program follows that of the RCA\/ECA programs. Therefore, the ORR extension of time eligibility for the RCA\/ECA benefits also applies to the TCVAP Cash Assistance recipients. TCVAP Cash Assistance recipients who applied for benefits between April 1, 2019, and January 31, 2020, are eligible to receive a time extension of benefits until September 30, 2020. CWDs are reminded that eligibility for TCVAP Cash Assistance differs from that of the RCA\/ECA programs regarding documentation requirements. For TCVAP Cash Assistance, the date of eligibility is the same as the date of application. For TCVAP Cash Assistance continuing and reapplication extension requirements, please refer to the RCA\/ECA rules above for guidelines and conditions. TCVAP Cash Assistance recipients who applied for benefits on or after February 1, 2020, are not eligible for the time extension, and extended cash benefits remain at 8 months with no time extensions. Treatment of CARES Act Emergency Assistance On March 27, 2020, the U.S. Congress passed the Coronavirus Aid, Relief, and Economic Security (CARES) Act, which provided over $2 trillion in economic relief aimed at protecting the American people from the public health and economic impacts of the COVID-19 emergency. The CARES Act provides emergency cash assistance in the form of stimulus payments and expanded unemployment benefits, which include one-time Economic Impact Payments to eligible citizens and immigrants, Pandemic Unemployment Assistance (PUA), Pandemic Emergency Unemployment Compensation (PEUC), and the Pandemic Unemployment Compensation (PUC). CWDs are reminded that RCA, ECA and TCVAP administrative rules follow those of the CalWORKs program and to refer to ACWDL dated May 5, 2020 for guidance on how to treat the CARES Act emergency cash assistance for the income\/asset calculations to determine eligibility. https:\/\/www.acf.hhs.gov\/otip https:\/\/www.uscis.gov\/humanitarian\/victims-human-trafficking-and-other-crimes\/victims-criminal-activity-u-nonimmigrant-status https:\/\/www.uscis.gov\/humanitarian\/victims-human-trafficking-and-other-crimes\/victims-criminal-activity-u-nonimmigrant-status http:\/\/cdss3pdnn1n1\/lettersnotices\/EntRes\/getinfo\/acin\/2015\/I-07_15.pdf https:\/\/home.treasury.gov\/policy-issues\/cares https:\/\/home.treasury.gov\/policy-issues\/cares https:\/\/cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACWDL\/2020\/ACWDL-CalWORKs-Implementation.pdf All County Welfare Directors Letter Page Five Treatment of PUC for RCA, ECA AND TCVAP On May 1, 2020, in response to the COVID-19 emergency and to help ensure that RCA, ECA and TCVAP recipients continue to have access to benefits and services to help meet their basic needs, Governor Newsom issued Executive Order (EO) N-59-20 providing authority for the Department to exempt PUC payments from consideration as income in determining recipients’ continued eligibility or grant amount. For RCA, ECA and TCVAP ORR extension recipients who continue to receive benefits without reapplication and who were RCA, ECA and TCVAP recipients on May 1, 2020, the PUC payments are exempt from consideration. The EO N-59-20, however, did not give the Department authority to exempt the PUC payments for RCA, ECA and TCVAP applicants who applied after May 1, 2020. For RCA, ECA and TCVAP recipients who must reapply in order to receive the ORR eligibility extension for benefits until September 30, 2020, the PUC payments are to be considered as income in determining eligibility and must be treated in the same manner as regular state unemployment insurance benefits at application. Notices for RCA Extension The CWDs must notify RCA, ECA and TCVAP Continuing Extension recipients regarding the continuance of their cash assistance prior to 10 days from the issuance of cash payment. Language regarding the notice should be as follows: Your monthly (insert RCA, ECA or TCVAP cash assistance) has been extended due to the impact of the COVID-19 emergency. The extension of cash benefits will be discontinued for Client Name effective 09\/30\/2020. Term of Waivers and Program Modifications The waivers and program modifications in this ACWDL shall expire automatically and without further notice from the Department on September 30, 2020, or earlier upon written notice from the Department. Once all flexibilities and guidance in this ACWDL have expired, all requirements modified herein shall be reinstated, unless further extended by the Department. https:\/\/www.gov.ca.gov\/wp-content\/uploads\/2020\/05\/5.1.20-EO-N-59-20-text.pdf https:\/\/www.gov.ca.gov\/wp-content\/uploads\/2020\/05\/5.1.20-EO-N-59-20-text.pdf All County Welfare Directors Letter Page Six If you have any questions or need additional guidance regarding the information in this letter, contact the Refugee Programs Bureau at (916) 654-4356 or [email protected]. Sincerely, Original Document Signed By: MARCELA RUIZ Director Office of Equity mailto:[email protected] SUBJECT: REFUGEE CASH ASSISTANCE (RCA), ENTRANT CASH ASSISTANCE (ECA) AND TRAFFICKING AND CRIME VICTIMS ASSISTANCE PROGRAM (TCVAP) CASH ASSISTANCE EXTENSION OF TIME ELIGIBILITY AND CONDITIONS OF RECEIPT RCA, ECA and TCVAP Administration RCA\/ECA Eligibility Requirements RCA\/ECA Extension Period RCA\/ECA Continuing Extension Cases RCA\/ECA Reapplication Extension Cases TCVAP Cash Assistance Treatment of CARES Act Emergency Assistance Treatment of PUC for RCA, ECA AND TCVAP Notices for RCA Extension Term of Waivers and Program Modifications ”

” June 16, 2020 CALIFORNIA DEPARTMENT OF SOCIAL SERVICES EXECUTIVE SUMMARY ALL COUNTY WELFARE DIRECTORS LETTER The purpose of this letter is to provide County Welfare Departments with guidance to implement the provisions of Executive Order N-69-20 signed by Governor Newsom on June 15, 2020, pertaining to California Work Opportunity and Responsibility to Kids (CalWORKs) time on aid, as well as CalWORKs, Refugee Cash Assistance (RCA), Entrant Cash Assistance (ECA), and the Trafficking and Crime Victims Assistance Program (TCVAP) pregnancy verification, in-person identity verification, signature, and interview requirements. June 16, 2020 ALL COUNTY WELFARE DIRECTORS LETTER TO: ALL COUNTY WELFARE DIRECTORS SUBJECT: IMPLEMENTATION OF EXECUTIVE ORDER N-69-20 REGARDING CALIFORNIA WORK OPPORTUNITY AND RESPONSIBILITY TO KIDS (CALWORKS) TIME ON AID, AND CALWORKS, REFUGEE CASH ASSISTANCE (RCA), ENTRANT CASH ASSISTANCE (ECA), AND THE TRAFFICKING AND CRIMES VICTIM ASSISTANCE PROGRAM (TCVAP) PREGNANCY VERIFICATION, IN-PERSON IDENTITY VERIFICATION, INTERVIEW, AND SIGNATURE REQUIREMENTS REFERENCE: EXECUTIVE ORDERS N-69-20, N-59-20, AND N-29-20; AND TITLE 45, CODE OF FEDERAL REGULATIONS (CFR) SECTION 264.1, AND WELFARE AND INSTITUTIONS CODE (WIC) SECTIONS 10831, 11052.5, 11054, 11450(b), AND 11454; MANUAL OF POLICIES AND PROCEDURES (MPP) SECTIONS 40-105.31, 40-115.22, 40-126, 40-128.11, 40-129, 40-131, 40-157, 44-316.32, 69-201.4, 69-301, 70-105 AND 80-301(m)(3); ALL COUNTY LETTER (ACL) NO. 14-26; AND ACWDLS DATED MARCH 27, 2020, AND MAY 4, 2020 The purpose of this All County Welfare Directors Letter is to provide County Welfare Departments (CWDs) with guidance on implementing the provisions of Executive Order N-69-20 signed by Governor Newsom on June 15, 2020, regarding CalWORKs time on aid, and CalWORKs, RCA, ECA, and TCVAP pregnancy verification, in-person identity verification, signature, and interview requirements. This guidance is effective immediately and will expire on August 14, 2020. Executive Order N-69-20 extends the provision related to time on aid within Executive Order N-29-20, signed by the Governor on March 17, 2020, and the provisions related to pregnancy verification, in-person identity verification, signature, and interview requirements within Executive Order N-59-20, signed by the Governor on May 1, 2020. https:\/\/www.gov.ca.gov\/wp-content\/uploads\/2020\/06\/6.15.20-EO-N-69-20-text.pdf https:\/\/www.gov.ca.gov\/wp-content\/uploads\/2020\/05\/5.1.20-EO-N-59-20-text.pdf https:\/\/www.gov.ca.gov\/wp-content\/uploads\/2020\/03\/3.17.20-N-29-20-EO.pdf https:\/\/www.law.cornell.edu\/cfr\/text\/45\/264.1 https:\/\/www.law.cornell.edu\/cfr\/text\/45\/264.1 https:\/\/leginfo.legislature.ca.gov\/faces\/codes_displaySection.xhtml?sectionNum=10831.&amp%3BlawCode=WIC https:\/\/leginfo.legislature.ca.gov\/faces\/codes_displaySection.xhtml?sectionNum=11052.5.&amp%3BlawCode=WIC https:\/\/leginfo.legislature.ca.gov\/faces\/codes_displaySection.xhtml?sectionNum=11052.5.&amp%3BlawCode=WIC https:\/\/leginfo.legislature.ca.gov\/faces\/codes_displaySection.xhtml?sectionNum=11450.&amp%3BlawCode=WIC https:\/\/leginfo.legislature.ca.gov\/faces\/codes_displaySection.xhtml?sectionNum=11454.&amp%3BlawCode=WIC https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/2EAS.pdf?ver=2019-01-04-170130-737 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/2EAS.pdf?ver=2019-01-04-170130-737 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/2EAS.pdf?ver=2019-01-04-170130-737 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/2EAS.pdf?ver=2019-01-04-170130-737 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/3EAS.pdf?ver=2019-01-04-170449-233 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/3EAS.pdf?ver=2019-01-04-170449-233 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/3EAS.pdf?ver=2019-01-04-170449-233 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/12EASa.pdf?ver=2017-06-30-095340-553 https:\/\/www.cdss.ca.gov\/ord\/entres\/getinfo\/pdf\/SPMAN.pdf#page%3D21 https:\/\/www.cdss.ca.gov\/ord\/entres\/getinfo\/pdf\/SPMAN.pdf#page%3D21 https:\/\/www.cdss.ca.gov\/ord\/entres\/getinfo\/pdf\/SPMAN.pdf#page%3D59 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/21EAS.pdf?ver=2019-04-04-112258-697 https:\/\/cdss.ca.gov\/lettersnotices\/entres\/getinfo\/acl\/2014\/14-26.pdf https:\/\/mcusercontent.com\/73901133dd7ea1a5581344daf\/files\/5a014f6d-c978-4144-8255-8364b0f670ee\/ACWDL_COVID_19_3_27_20.pdf https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACWDL\/2020\/CL_5-4-20-3.pdf https:\/\/www.gov.ca.gov\/wp-content\/uploads\/2020\/06\/6.15.20-EO-N-69-20-text.pdf All County Welfare Directors Letter Page Two In response to COVID-19 and to ensure that Californians are able to continue meeting their basic needs and receiving CalWORKs benefits, Executive Order N-69-20 extends the authority for the Department to temporarily exempt or suspend the following eligibility requirements: (1) Exempt months or partial months of CalWORKs aid from being counted on the 48-month time clock through August 2020. (2) Suspend the requirement that medical verification of pregnancy be provided before approving benefits for individuals who are not able to provide medical verification of pregnancy; (3) Suspend the in-person photo identification requirement for applicants; (4) Suspend the requirement that all applicants file a written affirmation that they meet the specific conditions of eligibility prior to the approval of assistance or services; and (5) Suspend the requirement that all applicants must be personally interviewed before being approved for CalWORKs. Suspending these eligibility requirements will allow additional flexibility for CWDs to process new applications effectively and in a timely manner. Detailed guidance on extending these provisions is provided below. CalWORKs Time on Aid Exemption Executive Order N-69-20 extends the exemption of any month or partial months in which CalWORKs aid or services are received from being counted to the 48-month time clock through the month of August. This exemption is not to be applied if it will exceed the federal time limits set forth in Title 45 of the CFR, Section 264.1. The Statewide Automated Welfare Systems (SAWS) have stopped all discontinuances set to occur for July and August tied to exceeding the 48-month time limit, for those cases not currently with a clock stopper or extender, as they will need to be evaluated on a case-by-case basis. This directive applies to all current CalWORKs recipients (not just those approaching the 48-month time limit), so exemptions must be applied to all CalWORKs recipients’ 48-month time-on-aid clocks for July and August 2020, unless they have already exceeded the federal time-on-aid limit or otherwise have another clock stopper or time- on-aid extender in place. The CalWORKs Time Limit Good Cause Exemption related to All County Welfare Directors Letter Page Three a Lack of Supportive Services available from the county will continue to be used during this period for the 48-month time clock (see Attachment). Please note that Executive Order N-69-20 only extended the time-on-aid exemption provision of Executive Order N-29-20, which suspended any month in which CalWORKs aid or services are received from counting towards the CalWORKs 48-month time limit. Therefore, any former CalWORKs recipient who was discontinued due to reaching 48 cumulative and countable months of aid must meet a CalWORKs exception (time limit extender) in order to be added back to an assistance unit (AU). CWDs are reminded to review whether the recipient’s time limit exemption for this period was properly applied at application, redetermination, and when the 42nd and 46th month was reached. RCA, ECA and TCVAP Administration The RCA, ECA, and TCVAP cash assistance programs follow the CalWORKs administrative rules with certain exceptions. Pursuant to MPP Section 69-201.4, CalWORKs program regulations apply to financial eligibility and payments for the RCA program, unless specifically superseded by RCA regulations. Unless otherwise provided, ECA and TCVAP recipients must be provided cash assistance under the same conditions and to the same extent as the RCA program per MPP Sections 69-301 and 70-105, respectively. The RCA, ECA, and TCVAP cash assistance programs do not have time stoppers that may extend the recipient’s time on aid. Although RCA, ECA, and TCVAP cash assistance is intended for families without children, recipients entering their second trimester of pregnancy are eligible to apply for and transition to the CalWORKs program and are subject to the same medical verifications and temporary suspensions provided in the Governor’s Executive Order. RCA, ECA, and TCVAP cash assistance applicants are subject to the same in-person requirements regarding identity verifications, signatures, and interviews, and those requirements are subject to the same temporary suspensions as the CalWORKs program. Verification of Pregnancy Pursuant to WIC Section 11450(b) and MPP Section 80-301(m)(3), verification of pregnancy is required as a condition of eligibility in order for aid to be paid to a pregnant person in a family that does not include a needy child. Any applicant who cannot provide medical verification of pregnancy will be allowed, whenever possible, to submit a sworn statement, signed under penalty of perjury, to verify the pregnancy in order for aid to be authorized. Pregnant applicants who are unable to provide either the medical https:\/\/www.cdss.ca.gov\/ord\/entres\/getinfo\/pdf\/SPMAN.pdf#page%3D21 https:\/\/www.cdss.ca.gov\/ord\/entres\/getinfo\/pdf\/SPMAN.pdf#page%3D59 https:\/\/www.cdss.ca.gov\/ord\/entres\/getinfo\/pdf\/SPMAN.pdf#page%3D21 All County Welfare Directors Letter Page Four verification or sworn statement will be allowed to provide a verbal attestation of their pregnancy, and will then be required to provide the medical verification of pregnancy within 30 working days following submittal of the sworn statement\/verbal attestation for benefits to continue. If upon the expiration of 30 days, the applicant presents evidence of good-faith efforts to obtain and submit medical verification of pregnancy, the CWD must continue aid. In-Person Photo Identification Pursuant to WIC Section 10831 and MPP Section 105.31, the nonbiometric identity verification method implemented and maintained in the CalWORKs program consists of an in-person identification requirement, wherein all adult applicants who are not known to the SAWS must present their photo identification in person before aid can be approved, with limited exceptions. Applicants who are unable to obtain photo identification will be allowed to provide a verbal attestation or submit a sworn statement, signed under penalty of perjury, to verify their identity in order for aid to be authorized. Applicants who are unable to present photo identification in person will be required to submit photo identification within 30 working days following submittal of the sworn statement\/verbal attestation for benefits to continue. If after 30 days, the applicant presents evidence of good-faith efforts to submit photo identification, the CWD must continue aid. If, however, the CWD’s offices are closed to the public as a result of physical distancing guidance from the CDPH or the stay-at-home order due to COVID- 19, aid will be continued until the applicant is able to submit identity verification in person, without having to present evidence of good faith efforts to submit photo identification. When a CWD’s offices are closed, applicants must be asked to submit copies of photo identification electronically, and asked to present photo identification in person once the CWD’s offices reopen to the public and no later than 90 days from the date the California Department of Public Health (CDPH) no longer requires physical distancing. Signature Requirement Pursuant to WIC Section 11054, all CalWORKs applicants must file a written attestation, made under penalty of perjury, setting forth their belief that they meet the conditions of eligibility before approval of assistance or services. While many CWDs are capable of capturing signatures telephonically or by other electronic means, others are not. Executive Order N-69-20 waives the requirement that the signatures on the application (SAWS 2 PLUS) and Rights and Responsibilities (AR 2 SAR or SAWS 2A SAR) be provided prior to CalWORKs approval. When telephonic or electronic signature capabilities do not exist, the CWD may document in the case notes that the client verbally attested to the information provided on the application. This flexibility must only All County Welfare Directors Letter Page Five be used when the CWD is unable to accept, or the applicant is unable to provide, an electronic or telephonic signature, and when a wet signature has not been provided by the client because, for example, the CWD is completing the application interview over the phone. When utilizing this flexibility, the CWDs must document the: Applicant’s name; Date and time of application; Summary of the information to which the applicant verbally assents; and Applicant’s response indicating agreement or disagreement (Yes or No). Such documentation will fulfill the requirements for a signed application for individuals who apply over the phone or who have submitted a paper application without a signature. If the applicant submitted a paper application without a signature, the CWD must contact the applicant to obtain verbal attestation, then note on the paper application that verbal attestation of the signature was given. Following verbal attestation, the CWD must mail the Statement of Facts to the client to be signed and returned via U.S. Mail within 30 working days following the date of the verbal attestation in order for benefits to continue. If the applicant presents evidence of good faith efforts to submit the wet signature by mail following the interview, the CWD must continue aid. Interview Requirement Pursuant to WIC Section 11052.5 and MPP Section 40-131.1, a face-to-face, telephonic, or electronic interview with the applicant is required prior to the granting of aid. Executive Order N-69-20 extends the suspension of the interview requirement for applicants whose identity has been verified and who have submitted all required verifications. This includes interviews for applicants who have requested an Immediate Need payment pursuant to MPP Section 40-129. Action on Immediate Need payment requests must be made in accordance with existing policy pursuant to MPP Section 40- 129.5, regardless of whether a personal interview is conducted. For purposes of securing required verifications, CWDs are reminded to proactively use electronic verification when available. CWDs are further reminded that pursuant to MPP Section 40-115.22, when verifications do not exist, a sworn statement is considered adequate, except for verification of citizenship (and medical verification of pregnancy, waived under this Executive Order). If required verifications exist, they must be submitted by the applicant in order to waive the interview requirement. However, CWDs shall not deny an application for failure to provide evidence of eligibility if the CWD has All County Welfare Directors Letter Page Six determined that the applicant is continuing to make a good faith effort to obtain the necessary evidence, pursuant to MPP Section 40-126.34. Please refer to MPP Sections 40-126.3 and 40-157, and ACL No. 14-26 for principles of gathering evidence and guidance on CalWORKs verifications. If the CWD deems that any of the information provided on the application is questionable or cannot complete other mandatory verifications, an interview will be required. Case Comments When implementing the temporary suspensions, adequate case documentation is essential. Case narration, including a reference to COVID-19 will allow case reviewers to determine that all CalWORKs requirements have been met under Executive Order authority. If you have questions or need additional guidance regarding the CalWORKs information in this letter, contact the Early Engagement and Eligibility Bureau at (916) 654-1322. For the RCA, ECA, and TCVAP programs, contact the Refugee Programs Bureau at (916) 654-4356. All County Welfare Directors Letter Page Seven ATTACHMENT PGME XC CD PGME XC RSN CD STAR T DATE END DATE PROG RAM EXCE PTION REAS ON NAME PROG RAM EXCE PTION REAS ON TEXT PGM EXC TANF 60 FG PGM EXC CW 48 FG PGM EXC WtW 24 FG PGM EXC END 04 407 03\/01\/ 2020 08\/31\/ 2020 Time Good Cause CalW ORKs 48 Mth Limit CalW ORKs 48- Month Clock – Lack of Suppo rtive Servic es availa ble from the county . Y N N3 Y N3 This Exemption only applies to the 48-month CalWORKs Time Clock per Executive Order N-69-20 and the 24-month WTW Time Clock, and not to the 60-month TANF Time Clock. ”

” July 16, 2020 CALIFORNIA DEPARTMENT OF SOCIAL SERVICES EXECUTIVE SUMMARY ALL COUNTY WELFARE DIRECTORS LETTER The purpose of this letter is to provide County Welfare Departments with guidance to implement the provisions of Executive Order N-71-20 signed by Governor Newsom on June 30, 2020, pertaining to California Work Opportunity and Responsibility to Kids (CalWORKs), Refugee Cash Assistance (RCA), Entrant Cash Assistance (ECA), and the Trafficking and Crime Victims Assistance Program (TCVAP) pregnancy verification, in-person identity verification, signature, and interview requirements. July 16, 2020 ALL COUNTY WELFARE DIRECTORS LETTER TO: ALL COUNTY WELFARE DIRECTORS SUBJECT: IMPLEMENTATION OF EXECUTIVE ORDER N-71-20 REGARDING CALIFORNIA WORK OPPORTUNITY AND RESPONSIBILITY TO KIDS (CALWORKS), REFUGEE CASH ASSISTANCE (RCA), ENTRANT CASH ASSISTANCE (ECA), AND THE TRAFFICKING AND CRIMES VICTIM ASSISTANCE PROGRAM (TCVAP) PREGNANCY VERIFICATION, IN-PERSON IDENTITY VERIFICATION, INTERVIEW, AND SIGNATURE REQUIREMENTS REFERENCE: EXECUTIVE ORDERS N-71-20, N-69-20, N-59-20, AND N-29-20; AND WELFARE AND INSTITUTIONS CODE (WIC) SECTIONS 10831, 11052.5, 11054, AND 11450(b); MANUAL OF POLICIES AND PROCEDURES (MPP) SECTIONS 40-105.31, 40-115.22, 40-126, 40-128.11, 40-129, 40-131, 40-157, 44-316.32, 69-201.4, 69-301, 70-105 AND 80-301(m)(3); ALL COUNTY LETTER (ACL) NO. 14-26; AND ACWDLS DATED MARCH 27, 2020, MAY 4, 2020, AND JUNE 16, 2020 The purpose of this All County Welfare Directors Letter is to provide County Welfare Departments (CWDs) with guidance on implementing the provisions of Executive Order N-71-20 signed by Governor Newsom on June 30, 2020, regarding CalWORKs, RCA, ECA, and TCVAP pregnancy verification, in-person identity verification, signature, and interview requirements. This guidance is effective immediately and will not expire until Executive Order N-71-20 is modified or rescinded, or until the State of Emergency is terminated, whichever occurs sooner. Executive Order N-71-20 extends the provisions related to pregnancy verification, in- person identity verification, signature, and interview requirements within Executive Order N-59-20, signed by the Governor on May 1, 2020, and extended via Executive Order N-69-20, signed by the Governor on June 15, 2020. https:\/\/www.gov.ca.gov\/wp-content\/uploads\/2020\/06\/6.30.20-EO-N-71-20-text.pdf https:\/\/www.gov.ca.gov\/wp-content\/uploads\/2020\/06\/6.15.20-EO-N-69-20-text.pdf https:\/\/www.gov.ca.gov\/wp-content\/uploads\/2020\/05\/5.1.20-EO-N-59-20-text.pdf https:\/\/www.gov.ca.gov\/wp-content\/uploads\/2020\/03\/3.17.20-N-29-20-EO.pdf https:\/\/leginfo.legislature.ca.gov\/faces\/codes_displaySection.xhtml?sectionNum=10831.&lawCode=WIC https:\/\/leginfo.legislature.ca.gov\/faces\/codes_displaySection.xhtml?sectionNum=11052.5.&lawCode=WIC https:\/\/leginfo.legislature.ca.gov\/faces\/codes_displaySection.xhtml?sectionNum=11054.&lawCode=WIC https:\/\/leginfo.legislature.ca.gov\/faces\/codes_displaySection.xhtml?sectionNum=11450.&lawCode=WIC https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/2EAS.pdf?ver=2019-01-04-170130-737 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/2EAS.pdf?ver=2019-01-04-170130-737 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/2EAS.pdf?ver=2019-01-04-170130-737 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/2EAS.pdf?ver=2019-01-04-170130-737 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/3EAS.pdf?ver=2019-01-04-170449-233 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/3EAS.pdf?ver=2019-01-04-170449-233 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/3EAS.pdf?ver=2019-01-04-170449-233 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/12EASa.pdf?ver=2017-06-30-095340-553 https:\/\/www.cdss.ca.gov\/ord\/entres\/getinfo\/pdf\/SPMAN.pdf#page=21 https:\/\/www.cdss.ca.gov\/ord\/entres\/getinfo\/pdf\/SPMAN.pdf#page=21 https:\/\/www.cdss.ca.gov\/ord\/entres\/getinfo\/pdf\/SPMAN.pdf#page=59 https:\/\/www.cdss.ca.gov\/Portals\/9\/Regs\/21EAS.pdf?ver=2019-04-04-112258-697 https:\/\/cdss.ca.gov\/lettersnotices\/entres\/getinfo\/acl\/2014\/14-26.pdf https:\/\/mcusercontent.com\/73901133dd7ea1a5581344daf\/files\/5a014f6d-c978-4144-8255-8364b0f670ee\/ACWDL_COVID_19_3_27_20.pdf https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACWDL\/2020\/CL_5-4-20-3.pdf https:\/\/www.cdss.ca.gov\/Portals\/9\/Additional-Resources\/Letters-and-Notices\/ACWDL\/2020\/ACWDL-EO-N-69-20.pdf https:\/\/www.gov.ca.gov\/wp-content\/uploads\/2020\/06\/6.30.20-EO-N-71-20-text.pdf All County Welfare Directors Letter Page Two In response to COVID-19 and to ensure that Californians are able to continue meeting their basic needs and receiving CalWORKs benefits, Executive Order N-71-20 extends the authority for the Department to temporarily exempt or suspend the following eligibility requirements: (1) Suspend the requirement that medical verification of pregnancy be provided before approving benefits for individuals who are not able to provide medical verification of pregnancy; (2) Suspend the in-person photo identification requirement for applicants; (3) Suspend the requirement that all applicants file a written affirmation that they meet the specific conditions of eligibility prior to the approval of assistance or services; and (4) Suspend the requirement that all applicants must be personally interviewed before being approved for CalWORKs. Suspending these eligibility requirements will allow additional flexibility for CWDs to process new applications effectively and in a timely manner. Detailed guidance on extending these provisions is provided below. RCA, ECA and TCVAP Administration The RCA, ECA, and TCVAP cash assistance programs follow the CalWORKs administrative rules with certain exceptions. Pursuant to MPP Section 69-201.4, CalWORKs program regulations apply to financial eligibility and payments for the RCA program, unless specifically superseded by RCA regulations. Unless otherwise provided, ECA and TCVAP recipients must be provided cash assistance under the same conditions and to the same extent as the RCA program per MPP Sections 69-301 and 70-105, respectively. Although RCA, ECA, and TCVAP cash assistance is intended for families without children, recipients entering their second trimester of pregnancy are eligible to apply for and transition to the CalWORKs program and are subject to the same medical verifications and temporary suspensions provided in the Governor’s Executive Order. RCA, ECA, and TCVAP cash assistance applicants are subject to the same in-person requirements regarding identity verifications, signatures, and interviews, and those requirements are subject to the same temporary suspensions as the CalWORKs program. A Social Security Number is not an eligibility requirement for receipt of RCA, ECA, and TCVAP cash assistance. https:\/\/www.cdss.ca.gov\/ord\/entres\/getinfo\/pdf\/SPMAN.pdf#page=21 https:\/\/www.cdss.ca.gov\/ord\/entres\/getinfo\/pdf\/SPMAN.pdf#page=21 https:\/\/www.cdss.ca.gov\/ord\/entres\/getinfo\/pdf\/SPMAN.pdf#page=59 All County Welfare Directors Letter Page Three Verification of Pregnancy Pursuant to WIC Section 11450(b) and MPP Section 80-301(m)(3), verification of pregnancy is required as a condition of eligibility in order for aid to be paid to a pregnant person in a family that does not include a needy child. Any applicant who cannot provide medical verification of pregnancy will be allowed, whenever possible, to submit a sworn statement, signed under penalty of perjury, to verify the pregnancy in order for aid to be authorized. Pregnant applicants who are unable to provide either the medical verification or sworn statement will be allowed to provide a verbal attestation of their pregnancy, and will then be required to provide the medical verification of pregnancy within 30 working days following submittal of the sworn statement\/verbal attestation for benefits to continue. If upon the expiration of 30 days, the applicant presents evidence of good-faith efforts to obtain and submit medical verification of pregnancy, the CWD must continue aid. In-Person Photo Identification Pursuant to WIC Section 10831 and MPP Section 105.31, the nonbiometric identity verification method implemented and maintained in the CalWORKs program consists of an in-person identification requirement, wherein all adult applicants who are not known to the SAWS must present their photo identification in person before aid can be approved, with limited exceptions. Applicants who are unable to obtain photo identification will be allowed to provide a verbal attestation or submit a sworn statement, signed under penalty of perjury, to verify their identity in order for aid to be authorized. Applicants who are unable to present photo identification in person will be required to submit photo identification within 30 working days following submittal of the sworn statement\/verbal attestation for benefits to continue. If after 30 days, the applicant presents evidence of good-faith efforts to submit photo identification, the CWD must continue aid. If, however, the CWD’s offices are closed to the public as a result of physical distancing guidance from the CDPH or the stay-at-home order due to COVID- 19, aid will be continued until the applicant is able to submit identity verification in person, without having to present evidence of good faith efforts to submit photo identification. When a CWD’s offices are closed, applicants must be asked to submit copies of photo identification electronically, and asked to present photo identification in person once the CWD’s offices reopen to the public and no later than 90 days from the date the California Department of Public Health (CDPH) no longer requires physical distancing. All County Welfare Directors Letter Page Four Signature Requirement Pursuant to WIC Section 11054, all CalWORKs applicants must file a written attestation, made under penalty of perjury, setting forth their belief that they meet the conditions of eligibility before approval of assistance or services. While many CWDs are capable of capturing signatures telephonically or by other electronic means, others are not. Executive Order N-71-20 extends the suspension of the requirement that the signatures on the application (SAWS 2 PLUS) and Rights and Responsibilities (AR 2 SAR or SAWS 2A SAR) be provided prior to CalWORKs approval. When telephonic or electronic signature capabilities do not exist, the CWD may document in the case notes that the client verbally attested to the information provided on the application. This flexibility must only be used when the CWD is unable to accept, or the applicant is unable to provide, an electronic or telephonic signature, and when a wet signature has not been provided by the client because, for example, the CWD is completing the application interview over the phone. When utilizing this flexibility, the CWDs must document the: Applicant’s name; Date and time of application; Summary of the information to which the applicant verbally assents; and Applicant’s response indicating agreement or disagreement (Yes or No). Such documentation will fulfill the requirements for a signed application for individuals who apply over the phone or who have submitted a paper application without a signature. If the applicant submitted a paper application without a signature, the CWD must contact the applicant to obtain verbal attestation, then note on the paper application that verbal attestation of the signature was given. Following verbal attestation, the CWD must mail the Statement of Facts to the client to be signed and returned via U.S. Mail within 30 working days following the date of the verbal attestation in order for benefits to continue. If the applicant presents evidence of good faith efforts to submit the wet signature by mail following the interview, the CWD must continue aid. Interview Requirement Pursuant to WIC Section 11052.5 and MPP Section 40-131.1, a face-to-face, telephonic, or electronic interview with the applicant is required prior to the granting of aid. Executive Order N-71-20 extends the suspension of the interview requirement for applicants whose identity has been verified and who have submitted all required verifications. This includes interviews for applicants who have requested an Immediate All County Welfare Directors Letter Page Five Need payment pursuant to MPP Section 40-129. Action on Immediate Need payment requests must be made in accordance with existing policy pursuant to MPP Section 40-129.5, regardless of whether a personal interview is conducted. For purposes of securing required verifications, CWDs are reminded to proactively use electronic verification when available. CWDs are further reminded that pursuant to MPP Section 40-115.22, when verifications do not exist, a sworn statement is considered adequate, except for verification of citizenship (and medical verification of pregnancy, suspended under this Executive Order). If required verifications exist, they must be submitted by the applicant in order to waive the interview requirement. However, CWDs shall not deny an application for failure to provide evidence of eligibility if the CWD has determined that the applicant is continuing to make a good faith effort to obtain the necessary evidence, pursuant to MPP Section 40-126.34. Please refer to MPP Sections 40-126.3 and 40-157, and ACL No. 14-26 for principles of gathering evidence and guidance on CalWORKs verifications. If the CWD deems that any of the information provided on the application is questionable or cannot complete other mandatory verifications, an interview will be required. Case Comments When implementing the temporary suspensions, adequate case documentation is essential. Case narration, including a reference to COVID-19 will allow case reviewers to determine that all CalWORKs requirements have been met under Executive Order authority. If you have questions or need additional guidance regarding the CalWORKs information in this letter, contact the Early Engagement and Eligibility Bureau at (916) 654-1322. For the RCA, ECA, and TCVAP programs, contact the Refugee Programs Bureau at (916) 654-4356. SUBJECT: IMPLEMENTATION OF EXECUTIVE ORDER N-71-20 REGARDING CALIFORNIA WORK OPPORTUNITY AND RESPONSIBILITY TO KIDS (CALWORKS), REFUGEE CASH ASSISTANCE (RCA), ENTRANT CASH ASSISTANCE (ECA), AND THE TRAFFICKING AND CRIMES VICTIM ASSISTANCE PROGRAM (TCV… EO N-71-20 ACWDL_rev.pdf SUBJECT: IMPLEMENTATION OF EXECUTIVE ORDER N-71-20 REGARDING CALIFORNIA WORK OPPORTUNITY AND RESPONSIBILITY TO KIDS (CALWORKS), REFUGEE CASH ASSISTANCE (RCA), ENTRANT CASH ASSISTANCE (ECA), AND THE TRAFFICKING AND CRIMES VICTIM ASSISTANCE PROGRAM (TCV… ”