DPSS ePolicy

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

The purpose of this Administrative Release is to provide GAIN Services Workers (GSWs)/GAIN Services Supervisors (GSSs)/Cal-Learn GSWs and GSSs/Contracted Case Managers (CCMs), with procedures for updating a participant’s address and contact information in CalSAWS.

All Welfare-to-Work (WtW)/Refugee Employment Program (REP) staff are to verify the participant’s contact information at all points of contact (i.e., telephone contact, scheduled appointments, walk-ins, etc.) and enter the new or updated information in CalSAWS, if needed. Participants are required to report address changes within ten calendar days the occurrence took place.

WtW/REP staff are required to verify the following information from the participant:

• Address – both physical, mailing; and
• Telephone number(s) - home, message, and/or cellular.

All participants must be given a Voter Registration Card (VRC) and a National Voter Registration Act (NVRA) Voter Preference Form (VPF), regardless of whether they indicate they want to register or not, when the department is notified of a participant’s change of address.
 

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Term-  Voter Registration Card (VRC)

Description - To register to vote, the United States (U.S.) citizen must complete a VRC. VRCs must be available in seven mandatory languages (English, Chinese, Khmer/Cambodian, Korean, Spanish, Tagalog, and Vietnamese) at all DPSS public contact offices. VRCs are issued when participants report an address change or upon request.

Term- Voter Preference Forms (VPF)

Description - VPF notifies participants of important rights and captures responses regarding whether they would like to register to vote. VPFs are issued to WtW/REP participants and Cal-Learn head of household participants when they report an address change or upon request. The VPF serves as proof that voter registration services were offered. VPFs must be retained for 24 months in a central chronological file.

Term- Equal Assistance

Description - If a participant requests assistance with completing a VRC or VPF, staff must provide the same level of assistance with those forms as is offered with other DPSS forms.

Requirement - Address Change

Limit/Condition - Participants are required to report address changes within ten calendar days the occurrence took place. In the event that the participant does not report an address change, staff is encouraged to routinely verify address and telephone numbers to ensure that changes are reported, and appropriate actions are taken.

Requirement - The VPF and VRC must be provided to all WtW/REP and Cal-Learn Head of Household Participants

Limit/Condition - A VPF and a VRC must be distributed to participants each time they:

1. Report an address change; or
2. Request to register to vote.

Category- Address Change

Acceptable Documents - Rental Agreement, Rent Receipt, Utility Bill, Mortgage Bill, Landlord Statement, or Residential Lease stating the participant’s new address.

Category- Contact Information Change

Acceptable Documents - Verbal or written documentation of changes (e.g., GEN 853 Affidavit) stating the participant’s new contact information.

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