Category: CHILD WELFARE MANUAL

Section 6, Resource Development, Chapter 1 (Recruitment and Responding to Inquiries)

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Section 6 Overview

This section is developed to guide Children’s Service Workers in decision making, the provision and documentation of services to children and their families, development of community resources, and their subsequent assessment and utilization. These resources are designed to enhance and augment services to children and their families in need of preventive, protective, and out-of-home care services.

Procedures contained in this chapter incorporate assessment standards (largely based on licensing rules) which reflect the concern of the agency for those children who must live apart from their families during some part of their minority. The purpose of these standards is to protect those children from abuse, neglect, injury, and exploitation, and to assist in treatment and improved social functioning.

It is recognized that such direction cannot be all inclusive; therefore, staff will still need to exercise judgement in individual case situations. In those situations in which staff do not follow the procedures, they will be expected to document the justification for their actions in the individual case record.

With each procedure, and each step within a procedure, it may be necessary for the worker to secure supervisory assistance in order to make a decision. The procedures do not contain a reference to worker-supervisor conferences, but this joint decision-making activity is understood to be an integral part of service delivery to community resource providers.

Chapter 1 Overview

This chapter describes procedures and protocol for the recruitment of resource providers.

Table of Contents

1.1 Diligent Recruitment

1.2 Recruitment File

1.3 Recruitment Plan Template

1.4 Responding to Inquiries

Memoranda History:

CD07-54

IM-135 UPDATE TO CROWDFUNDING EXAMPLE FOR MODIFIED ADJUSTED GROSS INCOME (MAGI) METHODOLOGY

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FROM: KIM EVANS, DIRECTOR

SUBJECT: UPDATE TO CROWDFUNDING EXAMPLE FOR MODIFIED ADJUSTED GROSS INCOME (MAGI) METHODOLOGY

MANUAL REVISION #
1805.030.20.10

 

DISCUSSION:

MAGI manual section 1805.030.20.10 Income Excluded Under MAGI has updated examples to clarify when the income from a crowdfunding event is considered countable or excluded in the MAGI budget.

 

NECESSARY ACTION:

  •  Review this memorandum with appropriate staff.

 

 

 

KE/ams

IM-119 INSTRUCTIONS DOCUMENT ADDED TO THE FORMS MANUAL FOR THE CURRENT AND DISCHARGED DRUG CONVICTION EXCEPTION VERIFICATION FORMS

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FROM: KIM EVANS, DIRECTOR

SUBJECT: INSTRUCTIONS DOCUMENT ADDED TO THE FORMS MANUAL FOR THE CURRENT AND DISCHARGED DRUG CONVICTION EXCEPTION VERIFICATION FORMS

FORM REVISION #
IM-367/IM-368 Instructions

 

DISCUSSION:

Instructions have been added to the internal and public forms manual for the Current Probation and Parole/Court Compliance Drug Conviction Exception Verification (IM-367) and the Discharged Parolee Drug Conviction Exception Verification (IM-368) forms.

The instructions are combined for both forms as both work the same way. Due to system limitations, the IM-367 and the IM-368 must be downloaded and used directly in Adobe Acrobat (Reader or Pro) in order to function. Please follow normal software request procedures if Adobe Acrobat is not already installed on your computer.

 

NECESSARY ACTION:

  •  Review this memorandum with appropriate staff.

 

 

 

KE/tl

IM-115 CORRECTION TO APPENDICES A AND D IN THE FAMILY MO HEALTHNET (MAGI) MANUAL

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FROM: KIM EVANS, DIRECTOR

SUBJECT: CORRECTION TO APPENDICES A AND D IN THE FAMILY MO HEALTHNET (MAGI) MANUAL

MANUAL REVISION #
APPENDIX A
APPENDIX D

 

DISCUSSION:

Appendices A and D in the MAGI manual are updated to correct a typographical error on the 153% Federal Poverty Level (FPL) row.

 

NECESSARY ACTION:

• Review this memorandum with appropriate staff.

 

 

 

KE/ers

IM-113 YOUR RIGHTS AS A FOOD STAMP APPLICANT/PARTICIPANT (IM-31B) FORM UPDATED

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FROM: KIM EVANS, DIRECTOR

SUBJECT: YOUR RIGHTS AS A FOOD STAMP APPLICANT/PARTICIPANT (IM-31B) FORM UPDATED

FORM REVISION #
IM-31B

 

DISCUSSION:

Your Rights as a Food Stamp Applicant/Participant (IM-31B) form has been renamed to Your Rights and Responsibilities as a Supplemental Nutrition Assistance Program (SNAP) Household (IM-31B). The form has been redesigned to be easier to review with a participant. SNAP household responsibilities and SNAP household reporting requirements were added.

Reviewing the IM-31B with an applicant during a SNAP interview will meet the requirements in SNAP manual section 1120.005.10 Explanation of Rights and Responsibilities. The IM-31B has been added to the internal and public forms manual.

 

NECESSARY ACTION:

• Review this memorandum with appropriate staff.

 

 

 

KE/tl

 

IM-30 CLARIFICATION OF CLOSING ACTION DATES AND APPLICATION DUE DATES IN THE MO HEALTHNET FOR THE AGED, BLIND, AND DISABLED (MHABD) MANUAL

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FROM:  KIM EVANS, DIRECTOR

SUBJECT:  CLARIFICATION OF CLOSING ACTION DATES AND APPLICATION DUE DATES IN THE MO HEALTHNET FOR THE AGED, BLIND, AND DISABLED (MHABD) MANUAL

MANUAL REVISION #

0840.015.10

0820.020.05.10

0835.000.00

0835.010.00                               

DISCUSSION:

The MHABD manual has been updated to clarify the timeframes allowed in the MHABD cancel closing and cancel rejection policies.    

Cancel Closings:

When a participant provides ALL of the missing information that caused the case to close, within 30 days of the date the closing action is complete, the closing can be canceled. 

The closing action is considered complete on the date the case closed, not the date the coverage ends.  For some MHABD programs a case may close on a particular date with coverage continuing through the end of the month or the end of the following month.  The Action Notice (FA-460 or IM-33) notifies the participant of the date the case closed, and the date coverage ends.

When reviewing the eligibility system, the action is considered completed on the date listed on the EU Action Log (EULOG/FM40) screen under the STATUS DATE for the particular eligibility determination with status of AUC.

If the case closed due to information that was not provided during a request to add a person who is requesting coverage or to add a category of coverage to an active MHABD case and that information is later provided, in addition to pursuing a cancel closing of the case, ensure that the request for coverage continues to be processed if information was provided within the appropriate cancel rejection timeframes.

NOTE:  A new add a person request will need to be registered using the original application date.

Canceling a rejection:

A cancel rejection can be pursued for applications that were rejected due to agency error, failure to provide required information, and failure to cooperate.

Cancel rejection policy has been relocated to follow the policy regarding application processing timeframes.  Manual section 0835.000.00 Prompt Disposition has been renamed 0835.000.00 Application Processing Timeframes for MO HealthNet for the Aged, Blind, and Disabled Programs.  MHABD manual section 0820.020.05.10 is now obsolete.  The policy labeled Canceling a Rejection has been moved to MHABD manual section 0835.010.00.    

MHABD applications rejected due to failure to provide requested information or failure to cooperate can have the rejection canceled if ALL information is provided by the application due date.  Due dates are referenced in MHABD manual section 0835.000.00 Application Processing Timeframes for MO HealthNet for the Aged, Blind, and Disabled Programs. 

  • Applications based on Permanent and Total Disability, Blind Pension, or Supplemental Aid to the Blind eligibility criteria are due within 90 days.
  • Applications based on Old Age Assistance eligibility criteria are due within 45 days.

Policy regarding canceling the rejection of a request to add a person or add a category of coverage to an active MHABD case has been added to MHABD Manual Section 0835.010.00 Canceling a Rejection.

The MHABD Cancel Reject/Cancel Close Chart is available on the IM Training intranet page.

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

 

KE/rr

IM-14 UPDATES TO INCOME AND DEDUCTION SECTIONS IN THE FAMILY MO HEALTHNET (MAGI) MANUAL

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FROM:  KIM EVANS, DIRECTOR

SUBJECT:  UPDATES TO INCOME AND DEDUCTION SECTIONS IN THE FAMILY MO HEALTHNET (MAGI) MANUAL

MANUAL REVISION #

1805.030.05

1805.030.20.05

1805.030.20.10

1805.030.20.15

1805.030.25.10

1805.035.00

DISCUSSION:

The purpose of this memorandum is to introduce updates to the following income and deductions sections in the MAGI manual. Updates include formatting changes and specific changes to the following sections:

1805.030.05 Income Evidence is updated to include sections regarding excluded income types and recording notes;

1805.030.20.05 Income Included Under MAGI is updated to include severance pay, fishing income, additional information about disability benefits, and additional information about Social Security benefits;

1805.030.20.10 Income Excluded Under MAGI is updated to include Crowdfunding Account information that was erroneously removed, remove severance pay, and provide additional information about disability benefits;

1805.030.20.15 Allowable Deductions is partially rearranged for clarity and updated with current annual deduction limits;

1805.030.25.10 Patterns of Income is updated with a clarification to use the eligibility system to convert income whenever possible; and

1805.035.00 Adding Income Comments to Evidence is updated with the addition of comment/note examples.

NECESSARY ACTION:

 

KE/ers

IM-149 REVISION OF MAGI HOUSEHOLD COMPOSTION FOR TAX FILERS SECTION IN THE MO HEALTHNET FOR FAMILIES (MAGI) MANUAL

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FROM:  KIM EVANS, DIRECTOR

SUBJECT:  REVISION OF MAGI HOUSEHOLD COMPOSTION FOR TAX FILERS SECTION IN THE MO HEALTHNET FOR FAMILIES (MAGI) MANUAL

MANUAL REVISION #
1805.030.10.10

DISCUSSION:

Section 1805.030.10.10 MAGI Household Composition for Tax Filers is updated to clarify separated individuals do not count in one another’s MAGI household.

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

 

KE/ers

IM-46 COVID-19 PANDEMIC SNAP REPLACEMENT BENEFIT POLICY

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FROM:  KIM EVANS, DIRECTOR

SUBJECT:  COVID-19 PANDEMIC SNAP REPLACEMENT BENEFIT POLICY

DISCUSSION:

The purpose of this memo is to inform staff how to replace COVID-19 Pandemic SNAP benefits due ­­­­­to­­­­­ a household misfortune. COVID-19 P-SNAP benefit have been issued statewide. Most households have received additional benefits taking them to the maximum for their household size. FAMIS limits replacements to one month’s normal allotment of benefits

The additional P-SNAP benefits are also eligible for replacement due to household misfortune. To issue replacement benefits in addition to the normal monthly allotment, it will be necessary to issue a separate issuance. FAMIS only allows one replacement issuance per day, the additional P-SNAP replacement­ must be issued the following day.

NOTE: In some cases, it may take more than two issuances due to the normal monthly allotment and amount of replacement request.

For example, client normally receives $90 and received an additional $104 P-SNAP benefit (displaying as DSU) bringing them to the maximum of $194. There was a power outage destroying $194 worth of food purchased with benefits. Client completes a Request for Replacement for $194. Issuing the replacements will require a replacement issuance of the $90, the usual issuance, and the next day issue another $90, then the next day issue the remaining $14 to replace the lost $194.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

KE/cs

IM-30 COVID-19 TEMPORARY UPDATES TO THE TEMPORARY ASSISTANCE (TA) PROGRAM

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FROM:  KIM EVANS, DIRECTOR

SUBJECT:  COVID-19 TEMPORARY UPDATES TO THE TEMPORARY ASSISTANCE (TA) PROGRAM             

DISCUSSION:

On March 13, 2020, a national health emergency was declared in response to COVID-19. Due to this emergency, the Family Support Division (FSD) recognizes that some Temporary Assistance (TA) eligibility factors may be difficult to satisfy due to unavailability or other hardships. Below are three (3) temporary policy updates being implemented to assist TA applicant/participants.

45 Month Lifetime Limit Extension

FSD is extending TA benefits to Forty Eight (48) months through Hardship Extensions. Any participant that is due to close for meeting the Forty Five (45) month Lifetime Limit and do not qualify for any exemptions during the months of March, April and May 2020 will receive the Hardship Extension.

Hardship Extensions will be completed through system updates for all currently active participants that have reached or will reach their 45-month lifetime limit in the months of March, April, and May 2020. The COMPACT screen will be updated to show these participants as J-“Hardship extension referred to MWA” in the “Work Req Ind” field and 25-“Family Crisis” in the “Extension Rsn” field. These will have a re-evaluation date of 05/15/20.

FSD staff processing TA applications received March 1 – May 31, 2020 will follow normal procedures when a client may be eligible for this hardship extension with the exception of the temporary changes below due to the COVID019 crisis:

  • FSD staff will enter a re-evaluation date of 3 days following the date the case is taken through CONFLOWS. (Refer to the CRG under Lifetime Limit for current process).
  • When completing the IM-2EH for this hardship extension you will mark Family Crisis and enter in the explanation: COVID19, client has reached their 45-month lifetime limit.
  • All requests for an extension will continue to be sent to the TA/CC processing center at GROUP E, FSD.  Only those who are currently responsible for determining extension eligibility will enter the information on the COMPACT screen regarding the COVID 19 extension and will enter a comment about the action using COVID19 in the title for the comment.
  • The codes being used are J-“Hardship extension referred to MWA” in the “Work Req Ind” field and 25-“Family Crisis” in the “extension rsn” field on the COMPACT screen. These hardship extensions are for the months of March, April and May 2020.

This update will be re-evaluated at the end of May.

Drug Testing and Drug Treatment Referrals

FSD is suspending all mandatory drug testing and treatment referrals. FSD staff will not change any process in entering an application in the Family Assistance Management Information System (FAMIS) based on the clients’ answers to the drug test screening question and the waiver for drug treatment in lieu of a drug test question.

FSD staff will continue to follow TA Policy, 0240.000.00 Temporary Assistance Drug Test Requirements. Participants that are mandatory for drug testing or treatment will still be referred after the COVID-19 Health Emergency is over.

Participants that received the following disqualifications with a violation date of 03/01/20 were end dated with code of SNI – “Sanction Not Imposed”.

DNS – DID NOT SHOW UP FOR DRUG TEST

6NS – DID NOT SHOW-UP FOR DRUG TEST-6 MOS

TRP – FAILURE TO PARTICIPATE IN MANDATORY TREATMENT

These participants will be re-referred to start the process over once the COVID-19 crisis is over.

This update will be re-evaluated at the end of May.

MWA Work Requirements

FSD is suspending MWA work requirements for TA participants for 90 days. In addition, the completion of the TA Orientation and Personal Responsibility Plan (PRP) is waived for the length of time in which the work requirement is suspended.

  • Any actions to reduce benefits or close for WR5 or WRF sanctions will be put on hold during the suspension.
  • FSD referrals will continue to be sent and MWA contractors will still attempt to engage the participants.
  • There will be a temporary change in the initial contact appointment letter sent by the MWA contractors to offer services during the COVID-19 crisis but not require their immediate participation. The goal in taking this action is that we will be able to continue to provide supportive services to those participants who are able to engage in work activities while ensuring that those participants who are not able to actively engage encounter no negative effects during this time.
  • FSD staff should continue their usual coding for recipients on the COMPACT screen with the exception of the Orientation/PRP field. A new code CD- “Waived Due to COVID-19” has been added to this field in order to waive the TA Orientation and PRP at this time.

Those cases that are for WRF sanctioned applicants should continue to be referred. There are no changes for FSD Staff in FAMIS. The MWA contractors will implement a process that will ensure sanctioned applicant cases are not rejected due to not completing the needed hours.

ITSD will be prohibiting any work requirement case sanctions (codes WR5 or WRF) from being activated in FAMIS during the specified time period. FSD staff are instructed to not act to end or delete any of these sanctions in FAMIS at this time.

The work requirement will be re-evaluated at the end of May.

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.
  • Follow above instructions starting immediately.

KE/hrp/ph/ejf/jp