DPSS ePolicy

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

The purpose of this Administrative Release is to inform staff of the Deregistration process. This release provides GAIN Services Supervisors (GSSs)/GAIN Services Workers (GSWs)/Contracted Case Supervisors (CCSs)/Contracted Case Managers(CCMs) with procedures on how to deregister exempt, discontinued, or ineligible participants in CalSAWS.

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

Welfare-to-Work (WtW) Mandatory participants whose CalWORKs case discontinue or are no longer eligible for CalWORKs benefits can be deregistered. The Case-Carrying Worker (CCW) and Supervisor must follow procedures on the timeframe for deregistering a case. When an exempt participant chooses not to volunteer or not continue participating as an Exempt Volunteer, the case can be deregistered. Deregistered cases must be brought back into WtW/REP once the exemption ends, unless they further qualify for an exemption. Exempt participants who chose not to volunteer for WtW/REP and were deregistered, can, at any point, request to return to WtW/REP as an Exempt Volunteer participant.

Employed participants whose CalWORKs cases discontinued must be screened for Post Employment Services (PES) prior to deregistration. In addition, CalWORKs discontinued cases due to no eligible child/member in the home must be screened for Family Reunification (FR) eligibility prior to deregistration. Staff are to hold most CalWORKs discontinued cases until the last day of the discontinuance month to prevent unnecessary disruption in WtW/REP activities and supportive services in the event the CalWORKs discontinuance is rescinded, and benefits are restored.

Participants who are penalized for failing to provide Immunization records will have the grant reduced by the parent/caretaker relative’s share. If both parents (married or unmarried) are in the Assistance Unit (AU), both will get penalized; however, the parent/caretaker relative is still considered a participant. Any months of aid received by the AU are considered as time on aid on the participant’s 60-Month Time Clock (MTC). As a result, these cases must not be deregistered and the parent/caretaker relative must cooperate with WtW/REP requirements.

In addition, participants penalized for failure to cooperate with child support without Good Cause are imposed a 25% grant reduction and should not be deregistered from WtW/REP services (Refer to Chapter 200 GAIN Eligibility). However, participants who are sanctioned for Refusing to Assign Child Support Rights are removed from the AU, are not eligible for WtW/REP services, and can be deregistered.

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Term - Deregistration

Description - The process of removing a case from a GSW/CCM/RCM file when participants are deleted from the AU, CalWORKs discontinued, or exempt and choose not to volunteer.

Term - Exempt Participant 

Description - Due to specified conditions met through physical or mental impairment, age of participant and/or child(ren), participants can request an exemption and are not mandated to meet the required weekly hours of participation. Exempt participants can volunteer to be in WtW/REP (Refer to Chapter 400 Exemptions). 

Term - Semi-Annual Reporting (SAR)

Description - The State uses a SAR process to determine initial and ongoing eligibility for cash assistance. With SAR, all recipients are required to submit a SAR 7. Evidence must be submitted with the SAR 7 Report to verify the reported (i.e., employment verification) information submitted.

Term - Redetermination (RD)

Description - Annual RD is required to reestablish a participant’s CalWORKs eligibility. The annual RD takes the place of the second SAR 7 and must be completed in the sixth month of the SAR Cycle in which a SAR 7 is not due.

Term - Post-Employment Services (PES)

Description - Provides supportive services and an array of activities for working aided and former CalWORKs participants. PES can help participants stay employed and get a better job with sufficient wages to reach self-sufficiency from CalWORKs dependency (Refer to Chapter 1000 PES). 

Term -  Post-Time Limit (PTL) Services

Description - Participants who have exhausted their CalWORKs 60-MTC are referred to as “Timed-Off”. Timed-Off participants may volunteer for PTL Services, which gives them the opportunity to continue to be engaged in WtW activities and receive the supportive services necessary to participate and obtain self sufficiency (Refer to Chapter 2100 PTL Services).

Term - Supportive Services

Description - Participants may receive supportive services, such as Child Care Service payments, transportation funds, and/or work related expenses (Refer to Chapter 1200 Supportive Services).

Requirement - Exempt Participants Fail to Show for Appraisal

Limit/Condition - Exempt participants who are registered in WtW/REP, but do not attend their initial Appraisal appointment or contact their GSW/CCM/REP are automatically deregistered after seven calendar days. However, if CalSAWS fails to take action, these cases can be manually deregistered after ten workdays.

Requirement - Exempt Participants Choose Not to Volunteer in WtW/REP

Limit/Condition - When exempt participants choose not to volunteer and/or choose to volunteer and subsequently inform their CCW they do not want to continue participating as an Exempt Volunteer, the case is deregistered on the request date. However, when Exempt Volunteers fail to progress satisfactorily and/or fail to participate in their assigned activity without Good Cause, cases are not to be deregistered (Refer to Chapter 1350 Sanctions and Exclusions).

Requirement - CalWORKs Discontinuance Due to SAR 7/RD

Limit/Condition - CalWORKs discontinued cases for this reason are held for one calendar month following the month of discontinuance. This is to prevent unnecessary disruption in WtW/REP activities and supportive services in the event the CalWORKs is rescinded, and benefits are restored. If a case remains discontinued on the last day of the calendar month, it may be deregistered beginning at Close of Business (COB) day or after.

Requirement - CalWORKs Discontinuance Due to Employment and Participants Decline PES

Limit/Condition - Participants with CalWORKs cases discontinued due to employment must be offered PES, if applicable (Refer to 1000 - PES). If participants decline or are ineligible for PES, the CalWORKs case is held for one calendar month following the month of discontinuance. This is to prevent unnecessary disruption in WtW/REP activities and supportive services in the event the CalWORKs is rescinded, and benefits are restored. If a case remains discontinued on the last day of the calendar month, it may be deregistered beginning at COB day or after.

Requirement - Discontinued CalWORKs Participants Accept PES and Three Consecutive Months of PES Are Reached

Limit/Condition - After reaching three months of PES eligibility, the case may be deregistered on the last day of the calendar month, beginning at COB day.

Requirement - CalWORKs Discontinuance Due to Unearned Income

Limit/Condition - CalWORKs discontinued cases for this reason are held for one calendar month following the month of discontinuance. This is to prevent unnecessary disruption in WtW/REP activities and supportive services in the event the CalWORKs is rescinded, and benefits are restored. If a case remains discontinued on the last day of the calendar month, it may be deregistered beginning at COB day or after.

Requirement - CalWORKs Ineligible Due to Participants Not in the Home or Receiving Supplemental Security Income (SSI)/State Supplementary Payments (SSP)

Limit/Condition - Participants removed from the AU due to no longer residing in the household or due to receiving SSI/SSP benefits can have their cases deregistered the month the participant became ineligible to cash aid, using the current date on the system.

Requirement - Removed from AU Due to Time Limits and Declines PTL Services

Limit/Condition - Please refer to 2100 PTL Services for deregistration instructions.

Requirement - Participants Accept PTL Services and Three Months are Reached

Limit/Condition - Please refer to 2100 PTL Services for deregistration instructions.

Requirement - Moved Out of County

Limit/Condition - Please refer to 1500 Intra and Inter-County Transfer of Records for deregistration instructions.

Requirement - Application Opened in Error

Limit/Condition -  The case is deregistered if participants are REP eligible and the WtW Program was opened in error or if participants are WtW eligible and the REP was opened in error. In addition, the case is deregistered when a WtW Program or REP was opened, but the participant/teen should have been referred to Cal-Learn.

Requirement - CalWORKs Discontinued Due to Failed California Residency Requirements

Limit/Condition - Cases can be deregistered the month the participants case discontinued, using the current date on the system.

Requirement - CalWORKs Discontinued Due to No Eligible Child in the Home and/or No Eligible Member

Limit/Condition - FR eligibility is evaluated upon CalWORKs discontinuance. Once FR has been evaluated and if it was determined the participant is not eligible for FR services, the case can be deregistered upon receiving notification (Refer to Chapter 2000 Linkages).

Requirement - CalWORKs Discontinued Due to No Child Under 18 Years of Age (Age 18 Requirements)

Limit/Condition - CalWORKs discontinued cases for this reason are held for one calendar month following the month of discontinuance. This is to prevent unnecessary disruption in WtW/REP activities and supportive services in the event the CalWORKs is rescinded, and benefits are restored if verifications are received indicating the child will graduate prior to their 19th birthday. If a case remains discontinued on the last day of the calendar month, the case can be deregistered beginning at COB day or after.

Requirement - Participant Verbal/Written CalWORKs Withdrawal

Limit/Condition -  Cases can be deregistered the month the participant became ineligible to cash aid, using the current date in the system.

Requirement - CalWORKs Ineligible Due to Immigration Status and/or Refusing to Comply Sponsorship Requirements

Limit/Condition - Cases can be deregistered the month the participant became ineligible to cash aid, using the current date in the system.

Requirement - CalWORKs Ineligible Due to Fleeing Felon and/or Probation/ Parole Violator

Limit/Condition - Cases can be deregistered the month the participant became ineligible to cash aid, using the current date in the system.

Requirement - CalWORKs Discontinued Due to Failure to Comply with Intergrated Fraud Detection System (IFDS)

Limit/Condition - Cases can be deregistered the month the participant became ineligible to cash aid, using the current date in the system.

Requirement - CalWORKs Ineligible Due Failure to Submit Immunization Verifications

Limit/Condition - Participants with an immunization penalty are not deregistered and should be assigned and/or continue participating in the appropriate WtW/REP activity. If the participant fails/refuses to comply, refer to Chapter 1310 Compliance.

Requirement - CalWORKs Ineligible Due to Cooperation with Child Support

Limit/Condition - Participants with a child support penalty are not deregistered and should be assigned and/or continue participating in the appropriate WtW/REP activity.

Requirement - CalWORKs Ineligible Due to Child Support Assignment Rights

Limit/Condition - Participants sanctioned for Refusing to Assign Child Support Rights are excluded from the AU and can be deregistered from WtW/REP. Cases can be deregistered the month the participant became ineligible to cash aid, using the current date in the system.

Requirement - CalWORKs Discontinued Due to Whereabouts Unknown

Limit/Condition - Cases can be deregistered the month the participant became ineligible to cash aid, using the current date in the system.

Requirement - CalWORKs Discontinued Due to PA 1615 Form Not Received

Limit/Condition - CalWORKs discontinued cases for this reason are held for one calendar month following the month of discontinuance. This is to prevent unnecessary disruption in WtW/REP activities and supportive services in the event the CalWORKs is rescinded, and benefits are restored. If a case remains discontinued on the last day of the calendar month, it may be deregistered beginning at COB day or after.

Requirement - REP CalWORKs/Refugee Cash Assistance (RCA)/Non- Cash Aided Participant Reached 60 Months from Date of Entry (DOE) in the United States (U.S.)

Limit/Condition - The REP case is deregistered if a CalWORKs/RCA/non-cash aided participant is no longer eligible for REP due to reaching the 60 months from DOE.

Requirement - REP CalWORKs Participant Reached 60 Months from DOE in the U.S., but is Eligible for GAIN Services

Limit/Condition - The REP case is deregistered if CalWORKs participant is no longer eligible for REP due to reaching 60 months from DOE; however, since participant is part of the AU, participant should continue receiving employment services through GAIN.

Requirement - CalWORKs Participant Requests to Receive Employment Services from GAIN Instead of REP

Limit/Condition - The REP case is deregistered due to the participant request. Please refer to AR 5588 Refugee Employment Program Case Transfer and Chapter 1712.9 - Case Transfer.

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