DPSS ePolicy

The Cal-Learn Program addresses the unique educational, vocational, training, health, and other social service needs of California Work Opportunity and Responsibility to Kids (CalWORKs) pregnant and parenting teens to help them achieve self-sufficiency.

Cal-Learn is a mandatory program for teens under 19 years of age, except those in Foster Care. Cal-Learn Participants (teen[s]) are required to stay in the program until the end of the month in which they turn 19 years old or receive a high school diploma, or its equivalent, whichever comes first. Teens are not subject to the CalWORKs 48-month time limit.

Teens enrolled in the Cal-Learn Program prior to turning 19 years of age may volunteer to continue in the program and complete their high school diploma/equivalent until the age of 20. Nineteen-year old teens who do not meet Cal-Learn Program volunteer requirements, may be subject to GAIN Welfare-to-Work (WtW) requirements.

As a strategy for reducing teen pregnancy rates and long-term welfare dependency, the Cal-Learn Program was designed to assist teen parents receiving CalWORKs. The primary goal of the program is to assist pregnant/parenting teens obtain a High School Diploma/Equivalent.

Adequate Progress

Obtaining a grade of D+, D, D-, or a Grade Point Average (GPA) of more than 1.0, but less than 2.0.

Bonus

A payment of money that is made for a Cal-Learn teen making satisfactory progress in the educational program.

Deferred

Not required to participate in the Cal-Learn Program based on the deferral criteria.  A deferred teen receives case management services if available, but is not subject to sanctions, eligible for bonuses or supportive services.

Exempt

Not required to participate in the Cal-Learn Program based on the exemption criteria.  An exempt teen receives no services and is not subject to sanctions or eligible for bonuses.

High School Equivalent

High School equivalent programs include the following:

1. California High School Proficiency Exam (CHSPE) for students ages 16 or over.  California Education Code Section 48412 allows students who take and pass the CHSPE to receive a certificate of proficiency, which is the legal equivalent of a high school diploma, from the State Board of Education.
2. General Educational Development (GED) test for teens ages 18 and older. Individuals can take the GED test attesting centers throughout the state for a fee to demonstrate knowledge equivalent to a high school diploma.

Sanction

Reduction in the CalWORKs benefits for the Assistance Unit (AU) based on the Cal-Learn sanction criteria.

Satisfactory Progress

Obtaining a GPA of 2.0 or more on a report card, or meeting the school’s regular assessment of periodic progress when the school uses an alternative grading method.

Special Need

Under the Cal-Learn Program, this means an event or condition which clearly or directly prevents a pregnant/parenting teen from making adequate progress in school or earning a diploma.

Eligibility

To be eligible for Cal-Learn, the teen must meet the following eligibility requirements:

1. Is pregnant or a custodial teen parent.
2. Is a CalWORKs recipient under 19 years of age.
3. Has not earned a high school diploma/equivalent.
4. Is currently attending high school or an equivalent program on a full-time basis, as defined by the school, unless the Contractor and the County determine that the teen has Good Cause for not meeting this requirement.
5. Is enrolled in Cal-Learn prior to their 19th birthday.
6. Is 19 years of age, was previously in Cal-Learn, and will be graduating prior to their 20th birthday.

Note: Teens eligible for Cal-Learn are exempt from CalWORKs school attendance requirements.

19-Year Old Teens Volunteering in the Cal-Learn Program

Teens who were enrolled in the Cal-Learn Program prior to turning 19 years of age, may volunteer to remain until they turn 20 years of age or complete their high school diploma/equivalent, whichever comes first.

1. Teens who were enrolled in the Cal-Learn Program prior to turning 19 years of age, may volunteer to remain until they turn 20 years of age or complete their high school diploma/equivalent, whichever comes first.
   
2. Once the teen is accepted as a volunteer, the Cal-Learn Program is no longer mandatory. The volunteer may choose to terminate participation by making a verbal statement to the Case Manager.
3. The 19-year old volunteer is subject to the appropriate financial incentives/penalties until the age of 20.

CalWORKs Exclusions

Teens are eligible for the following exclusions while participating in Cal-Learn:

1. Time Limits – Eighteen and 19-year old pregnant and parenting teens who are not receiving aid as children in a senior parent’s AU will remain exempt from the CalWORKs 60-month time clock until they turn age 20 or graduate from high school or its equivalent.  Months of aid received will also continue to count for purposes of the federal TANF 60-month time limit, unless the individual meets a federal time limit exemption.
2. School Attendance Requirements - Teens eligible to participate in or who are exempt from the Cal-Learn Program are not subject to the CalWORKs school attendance requirements and cannot be found CalWORKs ineligible because they are not attending school. However, non-exempt teens will be subject to Cal-Learn sanctions if they do not make at least satisfactory progress in school.

Orientation

Cal-Learn services cannot be provided until the Orientation is scheduled by the Contractor which occurs after the referral is processed by DPSS. Orientation may be held at:

1. The contractor’s office;
2. The teen’s home; or
3. Other sites agreeable to both the teen and Case Manager.

Note: Teens continue to be enrolled in Cal-Learn whether they attend Orientation or not.

Report Card Schedules

Whether or not a teen attends orientation, the Contractor will determine the teen’s school district and its report card issuance dates, based on the teen’s address. However, it may be modified if actual dates are different, and no more than four report cards in a 12-month period will be requested.

90-Day Participation Period (DPP)

There is a 90-DPP at the beginning of enrollment in the Cal-Learn Program or after a break in aid that was 90 days or longer where report cards are not due and bonuses and sanctions do not apply. However, during the 90-DPP, the teen is eligible for transportation, ancillary expenses, and child care if they meet the school enrollment requirements, or are working.

Note: Grades, report cards or diplomas earned even one day after completion of the 90-DPP, can be used to earn a bonus or apply a sanction.

Participants With 19th Birthday During the 90-DPP

A teen who will turn 19 years old any time during the 90-DPP should be given the opportunity to volunteer during orientation. The teen must provide proof of school enrollment if they choose to volunteer.

Break in 90-DPP of Less Than 90 Days

The teen may have a break in aid, or be exempt from Cal-Learn for less than 90 days during the 90-DPP.  The time the teen participated in Cal-Learn before the break is counted towards the 90-DPP. Upon returning, the 90-DPP is resumed where it left off.

Break in Program Participation of More Than 90 Days

When a teen has a break in aid, is exempt from Cal-Learn, or a 19-year-old volunteer discontinues participation for 90 calendar days or more, the Cal-Learn Orientation must be repeated and a new 90-DPP is started.

Supportive Services

Supportive Services include child care, transportation, and ancillary school and work-related expenses. Ancillary school expenses include, but are not limited to, uniforms, books and supplies, GED testing costs, lab fees, cap and gown, etc. These supportive services are available during the 90-DPP and while concurrently enrolled in a vocational training program and/or working while enrolled in school. Teen parents cannot receive supportive services for attending extra-curricular school activities, such as sporting events and dances.  Additionally, teens cannot receive supportive services for doctor appointments, well-baby exams, or other appointments which are not directly related to their education. If an activity is required for the teen to get a passing grade, for example, if the teen is in band and is required to attend high school games, supportive services would be provided.

Child Care

As a CalWORKs recipient, a teen is eligible for child care while working or when enrolled in school. (See Child Care Policy). Child care may be paid to allow the teen time to enroll in school to earn a high school diploma or equivalent.  Childcare services may be authorized for a minimum of three days a week for up to two weeks to allow time for the teen to complete the enrollment process.

Transportation

The Case Manager will review the need for transportation and assist the teen and/or payee with the completion of the necessary forms, including completing the form via telephone if requested by the teen.

Allowable transportation expenses are those needed by the teen to:

1. Enroll in school; the teen may receive a daily bus pass to cover at least three days a week for two consecutive weeks to allow them time to complete the school enrollment process.
2. Attend school.
3. Enroll in and attend a concurrent vocational training program, with verification.
4. Work while attending a school program to obtain a high school diploma or equivalent.

Note: The teen must notify the Case Manager of any problems with the transportation arrangements.

Ancillary Expenses

Allowable ancillary expenses are those needed by the teen to:

1. Attend and graduate from high school, take classes that will facilitate taking the GED, or receive a Certificate of Proficiency from the California State Board of Education (e.g., school uniforms, gym clothes, books, GED testing fees, school supplies, registration/material fees, laboratory fees, cap and gown, etc.).
2. Enroll in and attend a concurrent vocational training program.
3. Work while attending a school program to obtain a high school diploma or equivalent.

Teens, who attend a school that requires students to wear uniforms, shall initially be approved to purchase a minimum of three uniforms.

Ancillary expenses must be documented to include the following:

1. The program name, such as High School Diploma (HSD) or GED;
2. The name of the school; and
   
3. An itemized listing including the cost of each item to be purchased.

Note: Expense receipts must be provided within ten workdays following the payment issuance date.

School Enrollment Requirements

All teens are required to enroll and attend school full-time, as defined by the school, in a program that will lead to a high school diploma/equivalent. The school must be accredited by the Western Association of Schools and Colleges, and must meet at least one of the following criteria:

1. Be a public school under the jurisdiction of the local school district;
2. Be a public charter school organized in accordance with Education Code 47600; or
3. Be a private school that will lead to a high school diploma, GED or California High School Proficiency Certificate.

The Contractor may assist the teen by contacting the school to verify enrollment information via a telephone call, if the teen is unable to obtain it.

School enrollment is considered continuous during summer, track, and other official school breaks. Therefore, new enrollment verification is not required when a teen returns to school after one of these breaks.

Full-time attendance is defined by the school.  If the Cal-Learn teen is enrolled in a school program that does not have a definition of full-time attendance, the teen is required to participate in a minimum of ten hours of school activity per week. Independent study and GED programs are considered full-time. If a school does not have a full-time program and cannot provide ten hours of school activities each week, the teen shall obtain a written statement from the school confirming these facts and forward it to the Contractor. In these instances, the Contractor will encourage and assist the teen to enroll in another available and accessible school. When additional or other school programs are not readily available or accessible, the Contractor will document this information on the School Enrollment Verification form.

Vocational Education/Training Programs are not a substitute for high school graduation or the equivalent requirements. However, teens may attend a vocational education program along with their high school program.

The Home and Hospital Instruction Program (Education CodeSection 42806.3) serves students who incur a temporary disability which makes attendance in regular school classes or an alternative education program impossible or inadvisable. The district in which the home or residential health facility is located is responsible for instructing and educating pupils who must be hospitalized or remain at home due to a temporary but extended illness or disability. The teen’s parent and/or the teen shall work with the school district to determine the most feasible means of delivery and return of the teen’s school assignments.

School Progress

School progress is documented by report cards and/or progress reports issued by the school. Teens are responsible for submitting report cards within ten working days after the date it is issued by the school.

Note: In some cases it may take more than ten working days (e.g., if the school period ends before a break or vacation and they will not issue the report card or progress report until after the break).

When a report card is not submitted within the first ten workdays after it is issued by the school, an additional ten workdays “reasonable effort” period is allowed. During this period, the Contractor will notify the teen and the Senior Parent (if applicable) of the consequences of not making satisfactory progress or not submitting a report card timely.

If the report card is submitted within the ten-day “reasonable effort” period and Good Cause is found for submitting the report card late, the report card is evaluated as though it was received timely.

Providing a falsified/altered report card or progress report constitutes a fraudulent action and is an Intentional Program Violation (IPV).  If the altered report card resulted in a teen receiving a bonus, the overpayment collection process must be implemented. Additionally, if the original report card or progress report confirms  the teen is not making adequate progress, a sanction shall be imposed.

Grade Point Equivalents (GPEs): Letter grades and their grade point equivalent shall be evaluated as follows to determine a teen’s progress in the program:

Cal-Learn Determinations

Satisfactory Progress:

• A+, A, or A- = 4.0
• B+, B, or B- = 3.0
• C+, C, or C- = 2.0

Adequate Progress: D+, D, or D- = 1.0

Unsatisfactory Progress: F, or Incomplete = 0.0

When report cards do not contain letter grades, the school's determination of satisfactory, adequate, or unsatisfactory progress will be accepted.  Additionally, the “Cal-Learn Student Academic Report” must be completed by the school whenever the school does not issue its own progress report or report card.

Bonuses

Bonuses may be issued whenever a teen’s progress report or report card reflects satisfactory progress or as a graduation bonus.

Bonus for Satisfactory Progress:

A $100 bonus will be issued when the teen makes satisfactory progress (achieves an overall grade point average of 2.0 or higher) for the report card period and the Contractor receives the progress report or report card timely or the teen has proof of Good Cause for late submission.

1. A combined total of no more than four progress bonuses may be approved in any 12-month period.
2. Bonuses earned during the month in which the teen turns 19 or 20 years of age, or becomes ineligible for CalWORKs, are to be paid even after the Cal-Learn component has ended.

Progress bonuses are always paid to the payee on the CalWORKs case. For teens living with their parents, the teen is not the CalWORKs payee.

Adequate Progress: Bonuses are not paid when the teen makes adequate progress or achieves an overall grade point average of 1.0 through 1.99 during any report card period.

Bonus for Obtaining a High School Diploma/Equivalent: A progress bonus and a graduation bonus cannot be paid for the same report card period. A one-time-only bonus of $500 must be paid directly to the teen (even if teen lives with their parent) when the teen receives a high school diploma, GED, or California High School Proficiency Certificate. If it is received after the progress period is completed, only the $500 graduation bonus can be paid for that last progress period.

Note: The graduation bonus is not counted as one of the four report card/progress report bonuses allowed within a given 12-month period. Even if the teen received four progress bonuses during a 12-month period, they remain eligible for the graduation bonus, as long as it is not earned for the same reporting period as one of the progress bonuses.

In the event there is a delay in the issuance of a diploma, the teen or the Contractor may obtain a letter from the school stating the date the teen met the graduation requirements is considered a graduate. This will suffice for the issuance of the graduation bonus.

GED results may take up to 30 calendar days to be received. If they are required immediately, the teen should contact the State GED office in writing and explain the reason test results should be processed quickly. The letter must include the teen’s name, birth date, and location of testing. Test results may also be obtained from the local testing center shortly after the test is completed, and the teen may request they be forwarded to the Contractor.

The teen shall continue to receive case management and any needed supportive services until the results are obtained and processed.

A bonus earned during the month in which the teen ages out is to be paid even after the Cal-Learn Program is ended.

Cal-Learn Sanctions

Sanctions are issued whenever a progress report or report card reflects unsatisfactory progress and/or less than a 1.0 GPA, or if a teen provides a report card late without good cause or fails to provide a report card without good cause. The sanction is deducted from the CalWORKs grant equally over two consecutive months following the timely notice except if the AU receives a grant of less than ten dollars, in which case no sanction is applied.

Cal-Learn sanctions do not result in case closure. Teens continue to participate in Cal-Learn until they exit the Program.

When the teen submits a report card late including during the reasonable effort period and Good Cause is not found for submitting the report card late, the Contractor:

1. Evaluates school progress;
2. Evaluates Good Cause for not progressing; and
3. Proceeds with the sanction process.

A $50 sanction is imposed when there is no Good Cause for lateness and one of the following exists:

1. Adequate or Satisfactory school progress was made; or
2. Good Cause was found for Unsatisfactory progress.

A $100 sanction is imposed when the report card shows unsatisfactory progress without Good Cause, or no report card is submitted within the reasonable effort period. If the teen is not enrolled in or attending school and therefore cannot provide a report card, a $100 sanction is applied unless Good Cause is found for not attending school.

If a sanction applies during the month in which the teen ages out, the sanction will be imposed against the CalWORKs AU of which the teen is or was a member at the time the sanction was applied. If a 19-year old volunteer requests to be exited from the program prior to a report card end date, no sanction can be applied. However, if the teen requests to exit the program after the report card period end date, the teen will be held responsible for providing the report card and will receive a bonus/sanction accordingly.

Incomplete Grades

When the teen’s report card includes an "incomplete grade,” the report card must be evaluated to determine if an additional 45 calendar days will be allowed to receive a grade. The 45-calendar day period is only allowed once per report card period.

When one or more grades on a report card are incomplete, but the overall rating is not incomplete, the Contractor will evaluate whether the incomplete grade(s) changes the overall rating of the report card. This comparison is done by computing the grade point average without the incomplete grade(s), and then replacing the incomplete grade(s) with zero(s) and computing it again.

California High School Exit Examination (CAHSEE)

Due to a change in State policy (Senate Bills [SB] 725 and 172) regarding the CAHSEE, it is no longer a requirement for students to pass the exam in order to graduate from high school. SB 725 suspended passage of the CAHSEE as a condition for receiving a diploma of graduation or a condition of graduation from high school for a student who has met all other high school graduation requirements in school year 2014-15. Local Educational Agencies (LEAs) were instructed to immediately begin issuing diplomas to eligible students.

SB 172 became effective January 1, 2016 and extended the suspension of the CAHSEE as a condition of graduation from high school for the 2015-2016, 2016-2017, and 2017-2018 school years.  If a previous Cal-Learn teen contacts a County office or the Contractor and provides their diploma as documentation showing graduation from high school or its equivalent, other than passing the CAHSEE, they are deemed to have graduated and must be assessed for the $500 graduation bonus. The diploma must have been earned during the period in which the teen was an active teen.

Good Cause Requests

The teen can request a Good Cause determination prior to submitting a report card or during the “reasonable effort” period. If the request is submitted after the “reasonable effort” period, it is not accepted and the teen is sanctioned.

Good Cause Determination

The following situations shall be considered Good Cause for not complying with Cal-Learn requirements:

1. Teen is temporarily ill or incapacitated (must be documented by a physician, licensed or certified psychologist, Marriage Family Therapist, or a Licensed Clinical Social Worker).
2. Teen is required to appear in a court proceeding or is incarcerated. A teen confined in a correctional facility on the first of any month and expected to remain for one full calendar month or more shall be considered permanently absent.
3. Extreme weather conditions or other acts of nature preclude the teen and other persons similarly situated from traveling to an activity.
4. There is a breakdown in transportation arrangements and no ready access to alternate transportation is available.
5. Teen refuses major medical services, even if refusal precludes participation in Cal-Learn.
6. Licensed or exempt child care is not reasonably available during the teen’s school hours, including commuting time; or child care is needed for a child who is not eligible for Cal-Learn paid child care. Reasonably available child care includes having at least two choices of child care arrangements which do not require either: a) Adding more than one-half hour one-way to the teen’s commuting time; or b) The child transfer to a different school.
7. A breakdown or interruption in child care arrangements occurs.
8. Suitable special needs child care is not reasonably available for children with disabilities, chronic illnesses, or other special needs.
9. The teen meets Cal-Learn exemption criteria or deferral criteria.
10. The teen is experiencing a family crisis or change of individual or family circumstances, such as: a) Death of a spouse, parent, or child; and/or b) Illness of a spouse or child which requires the teen’s immediate attention.
11. Other compelling reasons that need to be assessed by the Case Manager and DPSS.

Deferrals

Teens who are unable to meet the Cal-Learn Program requirements due to the following criteria shall be deferred from participation until the situation no longer exists.

Deferral shall be granted if the teen:

1. Needs supportive services which are temporarily not available.
2. Cannot be provided case management services.
3. Has a special need that substantially deprives the ability to meet program requirements or to be successful in earning a high school diploma or its equivalent and the special need cannot be addressed. To qualify for as pecial need deferral, the teen must be severely restricted in attending school by factors beyond the teen’s control, and no home study or other special arrangements can be made.

Note: Beyond the control of the teen includes, but is not limited to, acts of nature, such as fire, earthquake, flood, death of a child or parent, child is hospitalized, or child or teen parent is seriously ill or injured.

Documentation/verification from a physician, licensed or certified psychologist, licensed Marriage Family and Child Counselor, or a Licensed Clinical Social Worker, shall be required for a special needs deferral which is defined as an illness, injury, or incapacity.  A written statement is also required if a physician has prescribed a post-partum recovery period after the birth of a child.

Deferred teens shall receive case management services, except those deferred due to case management not being available, but they shall not be eligible to receive supportive services, sanctions, or bonuses.

Cal-Learn deferrals apply to Cal-Learn Program participation only.  Schools may require attendance based on California Education Code (CEC) Section 48200, which makes full-time school attendance compulsory for individuals between the ages of 6 and 18, unless exempt by the CEC.

Exemptions

Teens unable to meet the Cal-Learn Program requirements due to the following criteria shall be exempted from Cal-Learn participation until the situation requiring exemption no longer exists.

An exemption shall be granted if the teen has a serious illness, injury, or incapacity that prevents them from meeting the program requirements for a period of more than three months.  This exemption shall be supported by a written statement from a physician, licensed or certified psychologist, licensed Marriage Family and Child Counselor, or a Licensed Clinical Social Worker. The written statement must include the following:

1. Description of the teen’s condition;
2. Explanation of why the individual’s condition prevents them from meeting program requirements;
3. Expected duration of the condition;
4. Date of the next scheduled examination or appointment; and
5. Physician’s name, address and telephone number.

When a written statement cannot be obtained timely for reasons beyond the control of the teen, a verbal statement from a physician, licensed or certified psychologist, licensed Marriage Family and Child Counselor, or a Licensed Clinical Social Worker, with the information required in this section, shall be accepted pending written verification up to a maximum of 60 days.  The verbal statement shall be documented and include the following:

1. Date the verbal statement was obtained;
2. Name of the person who supplied the verbal statement;
3. Person who obtained the verbal statement; and
4. Description of what was said in the verbal statement.

An exemption may also be met when a teen:

1. Is expelled from school and enrollment in an alternative school cannot be arranged.  The teen or CalWORKs payee shall provide written verification from the teen’s school district that no school will permit the individual to enroll.
2. Needs Cal-Learn Program paid child care and/or transportation in order to meet program requirements and the service is not available for a period of three or more months.
3. Cannot receive payment for child care or transportation expenses due to lack of program funding.
4. Is eligible for CalWORKs Foster Care and payment is being made on behalf of the teen.

Exempt teens shall not be eligible to receive supportive services, case management services, bonuses, or sanctions.  Exemptions apply to Cal-Learn Program participation only.  Schools may require full-time attendance based on California Education Code (CEC) Section 48200, which makes full-time school attendance compulsory for individuals between the ages of 6 and 18, unless exempt by the CEC.

Cal-Learn Teens Exiting the Program

A teen is required to participate in the program until one of the following occurs:

1. Teen receives high school diploma or equivalent.  Cal-Learn will discontinue at the end of the month in which the diploma or equivalent is received; unless additional time is needed to process the payment.
2. Teen turns 19 years old and does not volunteer to continue in the program.  Cal-Learn will discontinue at the end of the month in which the teen turns 19 years old.
3. Teen turns 20 years old. Cal-Learn will discontinue at the end of the month in which the teen turns 20 years old.
4. Teen no longer receives CalWORKs.   Cal-Learn will discontinue  five workdays after the Contractor is notified of Cal-Learn ineligibility.
5. Teen is no longer pregnant or a custodial parent.  Cal-Learn will discontinue five workdays after the Contractor is notified of Cal-Learn ineligibility.
6. Teen Is placed in Foster Care. Cal-Learn will discontinue five workdays after the Contractor is notified of Cal-Learn ineligibility.

Bonuses and Sanctions Earned Prior to Exiting the Cal-Learn Program

A teen is eligible to receive bonuses earned while eligible for the program, even if documentation is not provided until after they exit Cal-Learn. Sanctions are also deducted if they were applicable while eligible for Cal-Learn.

If the teen earned a bonus/sanction while aided in their parent’s case and subsequently opens their own CalWORKs case, the bonus/sanction is applicable to the teen’s own CalWORKs case (if it was not previously paid/imposed).

Inter-County Transfer (ICTs) Received from Other Counties

When a teen moves to Los Angeles County from another county, the sending county is responsible for issuing Cal-Learn bonuses and deducting Cal-Learn sanctions until the case is discontinued in the sending county and transferred to Los Angeles County.

Los Angeles County is responsible for issuing supportive services (e.g., transportation, ancillary, etc.) to the teen.

ICTs Sent to Other Counties

As the sending county, Los Angeles County is responsible for issuing Cal-Learn bonuses and deducting Cal-Learn sanctions until CalWORKs is discontinued at the end of the Outgoing ICT period.

The receiving county is responsible for payment of supportive services (e.g., transportation, ancillary, etc.) in their county.

Progress Report

Report card, letter from school, Cal-Learn Student Academic Report, etc.

Graduation

High School Diploma/GED Certificate/Equivalent, etc.