Temporary Assistance/Case Management Manual

0275.050.05 Documentation Required

IM-37 June 17, 2011

The MWA Assessment Verification form documents:

  • Assessments completed to determine if the Temporary Assistance (TA) recipient is able to participate in the educational or training activity.

A countable hour is equal to an hour being assessed.  After documentation is obtained, the hours are entered under the Occupational/Vocational Education and Training service on the Participation Hours Verification or the Mass Participation Hours Verification screen in the MWA System.  The documentation is placed in the paper file.  Case notes are entered indicating which hour(s) of this activity are assessment hours.

The MWA Attendance Log or statements that include information from the MWA Attendance Log from an instructor or other supervisory personnel are required documentation for these Vocational Education and Training activities:

  • Vocational schools;
  • trade schools;
  • community college programs required for a specific occupation;
  • proprietary schools;
  • remedial or basic education provided as a component of a vocational certification, license, or degree;
  • Limited English Proficiency (LEP) provided as a component of or requirement for a vocational certificate, license or degree;
  • baccalaureate degrees;
  • industry skills certifications;
  • advanced degrees; and
  • supervised study time.

The TA recipient provides a class schedule to their case manager at the start of each term of the course of study or a statement from the instructor or other supervisory personnel that indicates their class schedule.  Some programs include “clinicals” or hands-on lab work which is part of the educational institution’s scheduling practices–these hours are countable.

A countable hour is equal to an hour of classroom time.  After documentation is obtained, the hours are entered under the Occupational/Vocational Education and Training Service on the Participation Hours Verification or the Mass Participation Hours Verification screen in the MWA System.

Distance Learning is documented by:

  • A statement issued by the distance learning institution that verifies the student attended the session(s); or
  • log-in and log-out records available on-line or in electronic format.

Recipients provide a training or class schedule at the start of each term for the course of study, or a statement from the instructor or other supervisory personnel with this information, and a written or verbal statement stating the hours of “normal” class time required. A schedule of the hours of class time per day normally required for the class can also be provided.  If the TA recipient cannot obtain this information, the school may be contacted by the MWA service provider.  Verbal verification of this information is acceptable.  A countable hour is determined by the classroom time for individuals in a classroom setting.  After documentation is obtained, the hours are entered under the Occupational/Vocational Education and Training Service on the Participation Hours Verification or the Mass Participation Hours Verification screen in the MWA System.

One hour of unsupervised study time for each hour of class time is allowed for all activities under Vocational Education and Training except:

  • assessment;
  • LEP; and
  • remedial and basic education.

Total homework/study time counted for participation cannot exceed the hours required or advised by a particular educational institution.  Therefore, if normally there is no homework time, no unsupervised study time is allowed.

Example:  A cosmetology school may not have assigned “homework” time. Therefore no unsupervised study time is allowed as meeting the work participation hourly requirement.