refugee case management manual, Mass - NNAAC

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INTRODUCTION I. Implementation Tools of the Massachusetts Refugee Resettlement Program (MRRP)/Wilson/Fish Alternative Project (WFAP) The Refugee Case Management Manual is one of several implementation tools available to assist program administrators and service providers in implementing and operating services provided under the Massachusetts Refugee Resettlement Program (MRRP)/Wilson/Fish Alternative Project (WFAP) #2. Each of the tools was designed with a separate but complementary purpose and function. Together, they offer a complete reference to the regulations, policies and procedures of the MRRP/WFAP. The implementation tools of the MRRP/WFAP are outlined as follows: Implementation Tool Purpose 1. ORI Regulations (121 CMR 1.00-4.00) 2. MRRP/WFAP Timelines and Flow Charts 3. Refugee Case Management Manual 4. MRRP/WFAP Policy Directives ORIʼs section of the Stateʼs administrative law, the Regulations govern the Massachusetts Refugee Resettlement Program (MRRP), including the conduct of Fair Hearings. MRRP policies and directives are developed based on the Regulations. (The Regulations also set forth ORI Criminal Offender Record Information policy and procedures.) Regulations and subsequent amendments are adopted only after a public hearing or a public comment period. The RCA Timeline, MRRP/WFAP Services Timeline and the MRRP/ WFAP Conciliation Flow Chart offer a graphic and easy-to-follow representation of important timeframes and steps involved in the provision of MRRP/WFAP benefits and services and the conciliation process. The Refugee Case Management Manual details policies and procedures specific to those case management functions that are related primarily to the administration of Refugee Cash Assistance (RCA). (The functions addressed in the Manual are limited to: intake and eligibility determination, RCA administration, and conciliation and sanctioning.) The Policy Directives detail program policy and procedures that are not addressed in the regulations or the Refugee Case Management Manual because they are: (a) related to case management functions other than the administration of RCA; (b) related to Refugee Employment Services; (c) temporary in nature; and/or (d) likely to change before the end of the four-year Project period. 4
Implementation Tool Purpose 5. MRRP/WFAP Forms and Notices 6. MRRP/WFAP Standard Service Contracts The Forms and Notices are the official documents used in the operation of MRRP/WFAP services, as referenced in the Refugee Case Management Manual and Policy Directives. Standard Service Contracts provide the terms and conditions under which the contractor is to provide MRRP/WFAP services during the contract period. Contracts generally include the original proposal, the scope of services, program budget, program staffing lists, performance measures and additional contract requirements (which offer procedural information and guidance -- often administrative in nature). MRRP/WFAP service providers are responsible for knowing and adhering to all MRRP/ WFAP policies and procedures as outlined in the ORI Regulations, the time lines and flow charts, the Refugee Case Management Manual, the policy directives, the forms and notices, and the standard service contracts of the MRRP/WFAP. A. How to Use the Refugee Case Management Manual This Refugee Case Management Manual (hereafter referred to as “the Manual”) is designed to be an instructional and informational guide for you, the case management staff at Massachusetts' Refugee Case Management Agencies. When used with the other implementation tools of the MRRP/WFAP, it offers a complete reference to the regulations, policies and procedures of the MRRP/WFAP. The Manual puts the MRRP/WFAP Regulations (121 CMR 1.0-3.0) to practice, and is organized chronologically to take you step-by-step through the case management functions that are directly related to the administration of Refugee Cash Assistance (RCA). These functions are grouped under the following three headings: • Intake and Eligibility Determination • Administration of Refugee Cash Assistance (RCA) • Finding of Noncompliance, Conciliation and Sanctioning For easy reference, the information in each section of the Manual is organized to answer the following four questions about the specific case management component addressed in the section: • What is it? • When is it done? • Who does it? 5
Page 1 and 2: Massachusetts Refugee Resettlement
Page 3: ! Table of Contents ! ! ! ! ! ! ! !
Page 7 and 8: Date of Entry:! ! the date the refu
Page 9 and 10: 1. Refugee Case Management (RCM) In
Page 11 and 12: Unaccompanied Refugee Minor Program
Page 13 and 14: efugee family's involvement in MRRP
Page 15 and 16: select and coordinate a team of MRR
Page 17 and 18: • Assesses participant employabil
Page 19 and 20: B. Intensity of Services Case manag
Page 21 and 22: III. Who Does It? Completion of the
Page 23 and 24: A.! Opening the Case File As a firs
Page 25 and 26: Record(s) of communication with oth
Page 27 and 28: Refugees who appear to be eligible
Page 29 and 30: Note: The term “refugee” is use
Page 31 and 32: Who Makes Up a Filing Unit? A Filin
Page 33 and 34: Example 2:! You have just taken an
Page 35 and 36: Unearned Income - is any income tha
Page 37 and 38: In-Kind Income If the in-kind contr
Page 39 and 40: Work-Related Expense Deduction A me
Page 41 and 42: Verifying Expense Deductions Depen
Page 43 and 44: 3. Total the countable earned incom
Page 45 and 46: ! Find the monthly grant amount for
Page 47 and 48: Allowable Deductions:! ! • Work-R
Page 49 and 50: 2) forward the completed RMA Applic
Page 51 and 52: Date of Application. 10 Whenever po
Page 53 and 54: Services include: • Community Edu
Page 55 and 56:
You must obtain written consent fro
Page 57 and 58:
Mandatory Verifications, If Applica
Page 59 and 60:
4. Assisting Applicants with Verifi
Page 61:
Date of Eligibility:! ! ! ! ! ! ! !
Page 64 and 65:
Employment Plan (Parts I-III), -- u
Page 66 and 67:
the Case Manager and the client agr
Page 68 and 69:
months) are ineligible for RCA, alt
Page 70 and 71:
As soon as you become aware that su
Page 72 and 73:
• Assist RCA-eligible applicant(s
Page 74 and 75:
Administration of Refugee Cash Assi
Page 76 and 77:
A. System for Authorizing Benefit P
Page 78 and 79:
Following employment: If a newly em
Page 80 and 81:
As soon as you are aware that a ref
Page 82 and 83:
Eligibility for Full Payment: In or
Page 84 and 85:
An RCA eligible participant may be
Page 86 and 87:
An overpayment is a payment to an A
Page 88 and 89:
week period to ORI, together with a
Page 90 and 91:
Re-Verification of Information! ! !
Page 92 and 93:
3. Notification of the Right to Req
Page 94 and 95:
B. Case Management Supervisor • A
Page 96:
The process of sanctioning begins i
Page 99 and 100:
have access to private transportati
Page 101 and 102:
Finding of Noncompliance A report o
Page 103 and 104:
D. ! After Conciliation Probationar
Page 105 and 106:
After Third Unsuccessful Conciliati
Page 107 and 108:
↓ Notice of Reduction/Termination
Page 109 and 110:
↓ Participant permanently loses a
Page 111:
C. Case Management Supervisor • R
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