DPSS ePolicy

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

Actual attendance hours in a Self-Initiated Program (SIP) activity are tracked and verified monthly.

Progress in an assigned SIP activity is tracked and documented at least quarterly, or at midpoint, if the duration of the program is less than three months.
 

N/A

Satisfactory Progress

Standard for satisfactory progress is determined by the educational service provider and based on the school’s (academic/progress) standard.

Monthly Attendance Report

Participants are required to submit monthly verification of actual hours of attendance for their SIP activity using the GN 6365, Monthly Attendance Report, or an acceptable alternate.

The GN 6365 is mailed to the participant five business days prior to the report month and due on the tenth day of the month following the report month.

Example: GN 6365 for April is Mailed: March 24 and Due: May 10

Verification of Enrollment

Private schools verify enrollment status on the GN 6365.

Actual hours of participation are not verified by the private school.

Participants attending a private school must:

• Write their attendance hours on the GN 6365; and
• Have the private school office verify their enrollment status.

Private school office must confirm:

• The participant is enrolled in the allowable course of study during the period of time the participant is reporting; and
• The hours the participant is reporting are consistent with the student’s current class schedule.

Progress Report

Participants are required to submit verification of progress at least quarterly, or at midpoint, if the duration of the SIP is less than three months.

Supportive Services

Supportive services must NOT be delayed or stopped when the attendance and/or progress report is not submitted timely.

Non-Compliance

Non-Compliance for the progress report will be initiated when the participant:

• Fails to submit a progress report or its acceptable alternates; or
• Fails to make satisfactory progress.

Note: Non-Compliance will not be initiated if unsatisfactory progress is due to a medical or learning disability.

Exempt volunteers are subject to the compliance process and exclusion from GAIN participation if they fail to provide a Monthly Attendance and/or Progress Report without Good Cause or fail to make satisfactory progress.

Refer to GAIN Chapter 1300 Non-Compliance and Participant Complaints.

Monthly Attendance Report

The GN 6365 is required to verify monthly attendance.

Acceptable Alternate

The GN 6365 is not required if a classroom timesheet, attendance record, or similar documentation is made available by the school.

All documentation must include:

1. The participant’s name;
2. The name of the school;
3. The number of attendance hours; and
4. The name and phone number of the school official verifying the hours.

Note: For online classes an acceptable alternate includes a self-certified timesheet signed by the participant. Online class hours are self-reported and do NOT require the school’s official stamp or the signature of a school official. Online class hours can be verified by the GAIN Services Worker (GSW)/Contracted Case Manager (CCM).

Refer to GAIN Chapter 681 SIP Online Classes.

Progress Report

The GN 6070 is required to verify progress in a SIP activity at least quarterly or at midpoint if the SIP activity is less than three months.

Acceptable Alternate

When efforts to have the school complete the GN 6070 are unsuccessful, one of the three options below may be provided to the GSW/CCM:

1. A current report card, or its equivalent, as proof of progress;
   
   
2. A written sworn statement (affidavit) until the progress report, report card, or its equivalent can be provided; or
   
   
3. A letter from a school official, such as a counselor or CalWORKs Coordinator who can report the participant’s progress. The letter must:

• Be on the school’s letterhead;
• Stamped with the school’s official stamp; and
• Have the signature of the school official who authored the letter.