DPSS ePolicy

Duties of DV Case Managers/Liaisons

• Set up internal procedures for flagging all cases with a DV  activity for ease of identification by all agency staff, DPSS contract monitors and other auditors;
• Information with respect to the DV victims and their dependents is not to be released to anyone who is not directly involved with the victim’s case, in accordance with current federal law, State regulations and DPSS policy.  DPSS staff, including program managers, contract monitors, and auditors, shall have access to DV S1CC cases as needed;
• Verify that the participant has an open DV activity which is identified as 002 for DV counseling and other services or 002L for legal services only. This can be found on the Customer Activities List page of the Employment Services tab on the California Statewide Automated Welfare System (CalSAWS);
• Assist participants in completing all necessary documents to ensure timely processing of child care requests and to ensure that child care services are not interrupted;
• Maintain a signed release of information form in all cases authorizing the release of information between the R&R/APP agency and DV services provider;
• Be sensitive to the needs of participants and recognize that additional time may be needed for submission of forms and other documents;
• Ensure that cases with DV activities are maintained in CalWORKs S1CC, if the participant is determined to remain eligible for child care, and the participant is still cash-aided;
• Thoroughly document case activity log with circumstances under which verbal verification from DV services or legal services providers has been accepted in lieu of written verification. Request that follow-up written documentation be forwarded immediately;
• Authorize and process child care reimbursements based on the Provider Payment Request and the number of hours of participation found on the CalSAWS Customer Activities List page. Authorized hours include, but are not limited to, child care hours for the child(ren) who do not attend counseling or other DV activities with the participant;
• Ensure confidentiality of the DV participant’s schedule information by obtaining the DV services provider’s written or verbal statement noting the total/aggregate number of hours of child care needed per week or month, and the time period of day or evening and/or weekend hours, to determine the appropriate child care rates;

Note: For monthly variable schedules that cannot be predetermined, the total number of child care hours used during the month must be verified via the DV services provider’s written statement issued after the end of the month in which the child care services were used.  

• Maintain an open line of communication with the DV services provider and Specialized Supportive Services (SSS) GAIN Services Workers (GSW) to ensure that timely action is taken on changes that may affect the participant’s eligibility for child care;
• Respond to child care inquiries from DV services providers; and
• Consult with the SSS GSW or DV/Legal Services provider and make every attempt to reach the participant to determine if DV caused or contributed to the failure or refusal to comply with the child care reporting procedure before taking any adverse action on the child care case.

Communication between R&R/APPs, GSWs and DV Providers

Written communication between the R&R/APP staff and the DV services providers shall adhere to the following protocol:

1. R&R/APP staff mail documents to GSWs and DV providers in an overnight envelope marked “Confidential”. Documents must not be faxed for DV cases as this creates an increased risk of danger
2. Store all files/documents in a locked file cabinet and never leave them out on a desk.  If a computer system is used, ensure the information is secure.  Information regarding DV participants must be kept out of the reach of anyone except the DV Case Manager/Liaison/Back-up; and 
3. Use only the first initial of the first name, year of birth and DPSS case number in all documents forwarded between the R&R/APP agency and the DV services provider.

When written verification of child care hours needed cannot be obtained from the DV services provider on a timely basis for reasons beyond the participant’s control, the following is required:

1. A verbal statement from the DV services provider confirming the total number of child care hours needed; or
2. For variable schedules, the total number of child care hours the participant used during the previous month, pending the receipt of written verification. (See Example for variable schedule calculation).

Court and Other Appointments Related to a DV Activity

1. The R&R/APP agency staff may accept the participant’s sworn statement to support the need for additional child care hours.  
2. If the participant provides documents that include detailed information that may put the participant at risk (e.g., addresses, agency names, locations, appointment schedule, etc.) the DV Case Manager/Liaison/Back-up must redact the information and annotate the files according to the data elements required in the communication process between the R&R/APP agencies and DV providers.

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For variable schedule calculation:

During a given month, the participant attended counseling every Tuesday from 3:00 p.m. to 5:00 p.m.; her children attended counseling Saturdays from 12:00 p.m. to 3:00 p.m. and the participant needs to leave her infant with a child care provider.  The participant attended group therapy on Mondays and Wednesdays from 7:00 p.m. to 9:00 p.m.  The participant also saw her lawyer 6 hours (during the day). 

The DV services provider will provide the R&R/APP agency with verbal and written confirmation that the participant used 14 hours of daytime child care; 12 hours of weekend infant care; and 16 hours of evening child care, which equals 42 hours for the month.

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GAIN On-Line Policy

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Administrative staff may contact the Child Care Program Section at (562) 908-6088.

November 22, 2017

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