44-211.561 Homeless Case Management Program

.Purpose

Policy

Background

Release Date:

07/08/19

Definitions

Requirements

Verification Docs

CalWORKs

44-211.561 Homeless Case Management Program

Purpose

( ) To release a new policy

( ) To release a new form

( ) To convert existing policy to new writing style only – No concept changes

(X) Revision of existing policy and/or form(s)

What changed?

The Administrative Release was updated to include the LEADER Replacement System (LRS) procedures for Metropolitan Transportation Authority (MTA) Stored Value (SV) Transit Access Pass (TAP) cards, effective July 22, 2019.

All other policy for the DPSS Housing Program remains unchanged.

Note: Changes are shown highlighted in grey throughout the document.

Policy

On July 25, 2005, DPSS implemented the Homeless Case Management Program Countywide as a safeguard to prevent and reduce homelessness. It also assisted in filling the gap for families who are homeless or at-risk of being homeless, and have exhausted or do not qualify for DPSS homeless benefits and/or services.

The primary goal of the HCM is to provide quality services in the most efficient and effective manner to CalWORKs homeless and at-risk families with multiple complex needs. The Homeless Case Management method rests on a foundation of professional training.

Homeless Case Management is a voluntary program for families who are homeless or at-risk of homelessness. However, it is mandatory for Eligibility staff to refer all homeless and at-risk families to the Homeless Case Management Program. One of the primary goals is to move the family into permanent housing. Although the Homeless Case Management Program is a voluntary program for homeless/at-risk families, Eligibility staff is required to refer or re-engage the family to the Homeless Case Management Program. If the family opts to decline services, they must do so, once they meet with the HCM.

Each new homeless/at-risk family applying for CalWORKs within Los Angeles County will be referred to the HCM by the Intake Eligibility Worker (EW) using the PA 6036, Referral to Homeless Case Manager. Approved homeless/at-risk CalWORKs families will also be referred to the HCM using the PA 6036, the same referral form used to refer new Intakes.

Eligibility staff shall refer the homeless applicant/participant using the Referral to Homeless Case Manager form when the applicant/participant:

·	Indicates or describes facts or circumstances that indicate that he/she is homeless or continues to be homeless;
·	Indicates or describes facts or circumstances that indicate that he/she is now at-risk of being homeless; or
·	Requests any of the DPSS CalWORKs Housing Program benefits/services.

CalWORKs DPSS Housing Programs include:

·	Homeless Assistance (HA)(Temporary, Permanent, and Arrearages);
·	Moving Assistance (MA);
·	Emergency Assistance to Prevent Eviction (EAPE);
·	4-Month Rental Assistance (RA); and
·	Temporary Homeless Assistance Program (THAP)+14.

Background

In 2005, DPSS conducted a study on CalWORKs homeless families; this study concluded that individual circumstances, rather than income, appear to distinguish homeless CalWORKs families from other CalWORKs families. Therefore, case management is key for families who are homeless or at-risk of homelessness to assist them in overcoming their circumstances and avoid and/or move out of homelessness.

Definitions

Term

Description

Homeless Case Management

A method of assessing the needs of the CalWORKs homeless and at-risk family, and arranging, coordinating, monitoring, evaluating, and advocating for a package of multiple services to meet the specific family’s complex needs.

Homeless Case Management Services

Services provided are:

·	Crisis Intervention;
·	Short-term stabilization;
·	Assistance with locating a hotel/motel when the participant needs emergency housing;
·	Needs assessment;
·	Assistance with resolutions of sanctions and penalties applied to the grant;
·	Assistance with application and receipt of Specialized Supportive Services (SSS);
·	Assistance with participation in GAIN when an at-risk or homeless family is requesting benefits from any of the CalWORKs homeless programs that require WtW participation, such as THAP+14, MA, EAPE, and/or 4-Month RA. The HCM will assist the Homeless applicants/participants with obtaining a next day appointment to meet with a designated GAIN Services Worker (GSW).
·	An individualized housing plan.

At-Risk of Homelessness

A CalWORKs family is at-risk of homelessness, if the family:

·	Received a notice of pending eviction caused by a financial hardship due to circumstances out of the family’s control (excludes evictions due to lease/contract violations); or
·	Is experiencing a valid financial hardship that could render the family homeless if benefits are not provided.

Literally Homeless Family

An Assistance Unit (AU) is considered literally homeless when:

·	It lacks a fixed and regular nighttime residence; or
·	It is residing in a public or private place not designed for, or ordinarily used as, a regular sleeping accommodation for human beings; or
·	It is sharing a residence with family or friends on a temporary basis; or
·	It has a primary nighttime residence that is a supervised publicly or privately operated shelter designed to provide temporary living accommodations; or
·	It has a need for housing in a commercial establishment (e.g., hotel/motel), shelter, publicly funded transitional housing or from a person in the business of renting properties; or
·	It receives a notice to pay rent or quit or an eviction notice.

HCM

A GSW assigned to a CalWORKs district office as an HCM to assess/case manage homeless and at-risk families applying for/or already receiving CalWORKs.

Housing Resource Eligibility Worker (HREW)

A Specialized EW responsible for processing the various housing payments for approved CalWORKs participants.

Homeless Supportive Services (HSS) GSW

A GSW assigned to a GAIN Region who works with homeless GAIN participants who request homeless supportive services and/or ancillaries.

Permanent Housing Assistance Services (PHASE)

A web-based tracking application developed by DPSS to capture homeless data for CalWORKs families. PHASE captures homelessness history, education, employment, income, need for services, and service referrals for each family.

DPSS Homeless Questionnaire

The information collected from the Homeless Questionnaire is part of the family’s assessment, and the data is entered onto the PHASE database. The Homeless Questionnaire is to be completed by the HCM for every family currently receiving case management, and for all new families referred to the HCM.

Family Stabilization

Family Stabilization provides intense case management and services to participants and their families to address identified barriers which are destabilizing the family and interfering with a participant’s ability to participate in Welfare-to-Work (WtW) activities.

Couch Surfing

To stay temporarily in a series of other people’s homes, typically making use of improvised sleeping arrangements.

Online CalWORKs Appraisal Tool (OCAT)

OCAT is a barrier screening tool that screens for participants’ strengths and challenges in the areas of employment, education, housing, mental health, substance use disorder, and domestic violence.

PA 6036 Referral to Homeless Case Manager

This form is used by Eligibility staff to refer all CalWORKs homeless or at-risk applicants/participants to an HCM for Homeless Case Management services.

Re-Engagement

CalWORKs homeless families already assigned to an HCM must be re-engaged to an HCM when they are re-applying for CalWORKs benefits or when they are in the district office during any face-to-face contact with their EW.

Homeless Diversion

Homeless Diversion is a strategy that prevents homelessness by helping people experiencing a housing crisis and seeking shelter to preserve their current housing situation or make immediate alternative arrangements without having to enter a homeless shelter or the homeless system. This is different from the CalWORKs Diversion Program which provides a lump sum payment to apparently eligible CalWORKs applicants with the intent of diverting them from long-term aid.

Reasons to implement diversion:

·	Reduces entries into homelessness;
·	Improves quality of life by helping people avoid the stress of shelter stays;
·	Conserves and targets resources – e.g., shelter beds used only when needed; and
·	Cuts down on shelter wait lists and use of emergency motel stays.

CES For Families

Effective July 1, 2017, the Homeless Family Solutions System has been renamed to CES For Families. Under the CES For Families there are Family Solutions Centers (FSCs) in all eight Service Planning Areas. The FSCs were implemented as a service delivery system specifically for homeless families that provide for better coordination and access to needed resources while keeping families within their own communities.

For detailed information see: 44-211.57 Coordinated Entry System for Families.

Fee Exempt Certified Copy of Birth Certificate

Homeless applicants/participants can receive a copy of their Birth Certificate at no cost from the County Registrar-Recorder. In order to obtain the fee waiver, the homeless applicant/participant must submit a completed Affidavit of Homeless Status for Fee Exempt Certified Copy of Birth Certificate to the County Registrar-Recorder.

DL 933, No Fee Identification Card Eligibility Verification

Homeless applicants/participants can also receive a California Identification (ID) Card at no cost from the Department of Motor Vehicles (DMV). In order for the homeless applicant/participant to obtain the fee waiver, the applicant/participant must provide a completed DL 933, No Fee Identification Card Eligibility Verification form to the DMV.

Requirements

Upon initial referral and/or during the first contact with the homeless family, the homeless family may choose to participate or decline to participate in the Homeless Case Management Program.

If…

Then…

The homeless family chooses to participate in the Homeless Case Management Program

The HCM will:

1.	Complete the DPSS Homeless Questionnaire for each household member. This form gathers basic demographic and homeless history information to help the HCM identify potential resources and services that could benefit the family, such as:
	·	General information which includes: case name, case number, date of birth, primary language, Social Security Number (SSN), gender, race/ethnicity, family status, etc.;
	·	Living situation information;
	·	Income and benefits information;
	·	Contact information;
	·	Current services record information; and
	·	Services needs information.
2.	Conduct an interview with the applicant/participant using the DPSS Homeless Questionnaire.
3.	Enter the information from the Homeless Questionnaire onto the PHASE database. Note: Even if the applicant/participant declines to answer some of the questions on the Homeless Questionnaire, a questionnaire must be completed for all household members as part of the assessment process and a PHASE record created. Case notes are to indicate that the participant declined to answer some of the questions in the questionnaire.
4.	Explore homeless Diversion with all the homeless applicants/participants. All homeless applicants/participants should be evaluated for the possibility of diverting the homeless family from entering a homeless shelter or the homeless system if possible.
5.	Inquire with the homeless or at-risk of homelessness families if they are currently enrolled in Family Stabilization. If the family is not enrolled, then the HCM will explain the details of the Family Stabilization Program to the family. If the family would like to be screened for participation in the Family Stabilization Program, the HCM will assist the family in obtaining an expedited (next day) appointment with the local GAIN Region for services.
6.	Address any GAIN sanction issues on the case. If a problem exists with the GAIN sanction, the HCM should contact the HSS GSW in the Region. The HCM will also work with the HSS GSW via telephone or email to resolve any GAIN participation or supportive services issues (i.e. transportation, child care, work and training expenses). Participants who are applying for THAP+14, EAPE, MA, and/or 4-Month RA will be required to participate in WtW services as a condition of eligibility. Therefore, the HCM will also assist with scheduling an expedited (next day) appointment for the participant to participate in WtW services.
7.	Screen the homeless or at-risk of homelessness family to determine if a referral to an FSC for either Rapid Re-Housing or Prevention services is appropriate. See Referrals to FSC Section for detailed information on when to refer.
8.	Screen the family for child care needs. If the family requests child care, then the HCM will connect the family to GAIN via an expedited (next day) appointment.
9.	Act as an advocate between the homeless family and the Case-Carrying EW and GSW (including the HSS GSW and the Linkages GSW) to ensure the family receives all entitled CalWORKs benefits to stabilize the family’s living situation.
10.	Provide all homeless families with the following brochures: a) GN 6391, Family Stabilization b) CAL 1, CalWORKs Can Help you with Problems with Mental Health and Substance Use Disorder c) CAL 3, CalWORKs Specialized Supportive Services for Victims of Domestic Violence.

Note: The duration of the Homeless Case Management benefits/services is four to six months. However, the HCM has the flexibility to increase or decrease the number of months on a case-by-case basis.

The homeless participant is CalWORKs approved, but not registered in GAIN

The HCM will:

1. Contact the HSS GSW (if there is more than one HSS GSW in the GAIN Region, the HCM will email the HSS GAIN Services Supervisor [GSS]) and request an expedited (next day) Appraisal appointment for the homeless or at-risk of homelessness participant. If the GAIN Region has more than one HSS GSW, the HSS GSS will assign an HSS GSW to the case.

2. Copy the HCM’s supervisor and the HSS GSW’s supervisor in the email (in case the HSS GSW is out of the office). The HCM should follow up on the email with a telephone call to the HSS GSW or HSS GSS to confirm that they have received the expedited Appraisal appointment request.

Note: The HSS GSW will contact the regional scheduling clerk to request that the homeless participant be registered and given an expedited (next day) Appraisal appointment date and time. The HSS GSW will then email and call the HCM with the date and time of the homeless participant’s expedited (next day) Appraisal appointment.

3. Then contact the homeless or at-risk of homelessness participant and give him/her the information on the expedited Appraisal appointment.

Note: HCMs should not be directed to the scheduling clerk or the 1-877 numbers to have homeless or at-risk of homelessness participants registered.

The homeless or at-risk of homelessness participant is GAIN sanctioned

The HSS GSS will work with the scheduling clerk to ensure the sanction is ended and:

1. Give the participant an expedited (next day) Appraisal appointment;

2. Assign the participant to a post-sanction activity, along with whatever has been recommended by the HCM; or

3. Review the case to determine if the participant is to be given an extension of Good Cause due to homelessness.

The homeless or at-risk of homelessness potentially eligible applicant indicates interest in DPSS homeless programs/services

The Intake EW will:

1.	Take steps to obtain all needed documents to expedite approval of the CalWORKs application;
2.	Evaluate and process all homeless program benefits for which the applicant/participant is eligible; and
3.	Immediately refer the homeless applicant to the Homeless Case Management Program.

The HCM will:

1.	Contact the HSS GSW (if there is more than one HSS GSW in the GAIN Region, the HCM will email the HSS GSS) and request an expedited (next day) Appraisal appointment for the homeless or at-risk of homelessness participant. If the GAIN Region has more than one HSS GSW, the HSS GSS will assign an HSS GSW to the case:
	·	The HCM’s supervisor and the HSS GSW’s supervisor should be copied in the email (in case the HSS GSW is out of the office). The HCM should follow up the email with a telephone call to the HSS GSW or HSS GSS to confirm that they have received the expedited Appraisal appointment request.
	·	The HSS GSW will contact the regional scheduling clerk to request that the homeless participant be registered and given an expedited (next day) Appraisal appointment date and time. The HSS GSW will then email and call the HCM with the date and time of the homeless participant’s expedited (next day) Appraisal appointment. Note: This process does not apply to persons not eligible to participate in GAIN, persons not required to participate in GAIN, persons not volunteering for GAIN, or persons receiving benefits that do not require WtW participation.
2.	Then contact the homeless or at-risk of homelessness participant and give him/her the expedited (next day) Appraisal appointment request.

The homeless family has to receive restrictive benefit payments due to mismanagement of benefits

The HCM will assist the homeless family in locating hotels/motels that accept two-party checks. In the event an HCM is unable to locate a hotel/motel that will accept the Temporary HA benefit issued via a two-party check, then the HCM will contact the EW to explore issuing benefits via EBT.

Homeless Veterans

Once a homeless veteran family agrees to participate in the Homeless Case Management Program, the HCM will screen the veteran for referrals to the Veterans Administration (VA) and/or agencies that work with the VA administering housing support programs.

The homeless family chooses to decline Homeless Case Management services

If the homeless family declines to participate in the Homeless Case Management Program, the HCM will:

1. Update the LRS Journal page to indicate the applicant/participant declined Homeless Case Management services.

2. Create a PHASE record, updating the Client’s Case Information screen and the Case Notes. Information indicating the family declined Homeless Case Management services and the reason the family declined (if indicated) will need to be included in the case notes.

HMIS Pilot Project

Beginning October 22, 2018, CalWORKs Program in collaboration with the Pomona District Office are conducting a three-month pilot to test the usefulness of having view only HMIS access in the district office. Staff participating in this pilot include HCMs, Intake EWs, and HREWs. This pilot is set to sunset on January 22, 2019.

Monthly PHASE Review Project

CalWORKs Program will begin conducting monthly reviews of PHASE records beginning December 2019. These reviews will focus on ensuring a PHASE record is created for all cases in the HCMs caseload, verifying the completion of case information, verifying the completion and update of the referral and services sections in PHASE, and accurate identification of the household compositions.

Verification Documents

N/A