WorkFirst HandBook

Tools

3.5 Case Staffing

Legal References:

The Case Staffing section includes:

3.5.1 What is case staffing?

Case staffing is an opportunity for the WorkFirst Program Specialist (WFPS) and/or the WorkFirst Social Service Specialist (WFSSS) to exchange information about the person and gain consultation from other professionals. It is a group process in which the case worker (WFPS or WFSSS) invites two or more professionals and others involved with the person to help identify issues, suggest problem resolution strategies, and recommend service options.

Key elements to a case staffing include:

3.5.2 Who needs a case staffing?

The individual may need a case staffing at any point when it appears the person is not making progress or there are significant issues to address. It is important that you do everything you can for families before they reach 60 months on WorkFirst. Case staffings are to be conducted as early and regularly as possible. Some case staffings are mandatory, others are conducted based on the recommendation of the WFPS, WFSSS, partner agency or contractor such as Community Jobs.

3.5.3 When are case staffings mandatory?

Case staffings are mandatory for individuals who:

The goal of the NCS Case Staffing is to re-engage the person into appropriate WorkFirst activities.

A good cause/non-compliance Sanction (NCS) case staffing requires the assigned worker to invite two other relevant professionals such as the WFPS/WFSSS, Public Health Nurse, Chemical Dependency Professional, etc. The worker (WFPS or WFSSS) assigned to the case counts as one professional.

It is extremely important to invite a Children's Administration (CA) Social Service Specialist if CA is working with the individual.

For more information regarding good cause/NCS case staffings, please refer to section 3.6.1 Entering Sanction.

Below are some strategies that have been used by local Community Service Offices to make this effective tool available to a broad range of individuals:

3.5.4 Who do you involve in a case staffing?

As shown in the chart below, depending on the person's circumstances, you may want to invite different people to attend a case staffing.

Most state employees will come at no cost. If a psychologist or similar professional needs to be paid, the payment can be made as a support service. In some instances, (like an "all case" reviews) it can be considered staff training and paid as a training cost. Other payment options include exception to rule, Department of Vocational Rehabilitation or Division of Developmental Disabilities (DDD) funds, Social Services Payment System dollars, school district support, or Labor & Industries, accommodation and diagnostic money.

If attendance by key professionals cannot be arranged, then the WFPS or WFSSS should attempt to gather information prior to the staffing through phone calls and/or other correspondence.

Suggested case staffing participants
Children's special needs
  • DDD case manager
  • Child psychologist
  • Public Health Nurse
  • Health or Mental Health Provider
Depression
  • Mental Health Provider
Chemical Dependency
  • Alcohol & Drug Assessment staff
  • Mental Health provider
  • Children's Administration staff
Cultural issues
  • Refugee service providers
  • Tribal representatives
  • Indian Policy and Affairs staff
  • Migrant & Seasonal Farm Worker representative
  • Affiliate from Religious Organization
Wage progression
  • Community/technical college staff
  • ESD staff
  • Employer
Child care
  • Child Care Information & Referral
  • Working Connections Child Care (WCCC) staff
  • Children's Administration staff
Job retention
  • ESD staff
  • Employment-focused Mental Health Provider
  • Independent living specialist
  • Employer
  • Community/technical college staff
Family violence
  • Family violence advocate and/or community service provider
  • Mental health provider
  • Children's Administration staff
  • Attorney of criminal and/or civil case(s)
Legal, probation & parole
  • Dept. of Corrections staff
  • Local judicial staff
3.5.5 What are the benefits of case staffing?

In most situations, a case staffing provides another approach to identify concerns by bringing together a multidisciplinary team of experts to review cases, identify resolution strategies, and recommend solutions. Bringing the group together for this purpose increases everyone's understanding of services and expertise available in the community and provides an opportunity for creative problem solving and resource development.

A good case staffing brings the right people to the table to identify the needs and suggest or supply the resources to meet those needs.

3.5.6 Case Staffing - Step-by-step guide
  1. The WFPS/WFSSS:
    1. Determines the type of case staffing needed (all cases, specified type of cases or a difficult case) and then,
    2. Invites the appropriate case staffing attendees
    3. Prepares copies of the IRP/case demographics for the staffing.
  2. The case staffing group:
    1. Identifies, prioritizes and determines who will meet each person's need
    2. Increases emphasis on work/work activities as other issues are resolved
    3. Creates short-term and long-term goals, with plans to meet each
    4. Establishes and documents in eJAS time frames for results or review of the IRP
  3. After the case staffing, the WFPS/WFSSS:
    1. Makes the agreed upon referrals, updates the IRP and NSA plan as needed;
    2. Authorizes needed child care and support services;
    3. Documents the attendees, the review of the circumstances of the case, the case staffing results including identified issues, strengths, EA plans and any action steps necessary to address issues in the case staffing section in eJAS. All required activities resulting from the case staffing must also be documented in the IRP. Case Staffing screens are considered special records (highly protected) for DSHS-only (See guide below).
    4. Docouments information from a good cause/NCS case staffing using the NCS eJAS tool. Please refer to section 3.6.1 Entering Sanction for more information.

      In addition to the eJAS Case Staffing documentation, you must include the following information:

      • Document that all available information was reviewed and discussed with one or more professionals, and
      • An explanation of the decision whether or not to pursue sanction / NCS.
  4. It is critical that you invite the Children's Administration (CA) Social Service Specialist to the goood cause/NCS case staffing if the family is involved with CA. Try to re-engage the person back into appropriate WorkFirst activities.
eJAS Case Staffing Step-by-Step Guide
  1. Log into eJAS, enter the client's JAS ID number and from the main menu, click on the "Case Staffing/extension Analysis" link. Once the Case Staffing page, click on the "Click Here to Create Case Staffing Event" link.
  2. Case Data Tab:
    • Staffing Date: Enter the date. To display the calendar help screen, click the icon beside the staffing date entry box.
    • Component IRP: To display the active components and IRP screen, click this button.
    • Referral: To create and send a referral, click this button.
    • Completed Date: Complete this box ONLY when you have fully finished the Case Staffing. Once completed you cannot modify this Case Staffing event anymore.
  3. Attendees Tab:
    • Enter a minimum of two Case Staffing attendee's names in the boxes provided. A minimum of two professionals are required to conduct the case staffing, the assigned worker (WFPS/WFSSS) counts as one professional.
  4. Issues/Notes Tab:
    • Click "Create New Notes."
    • On the Create Notes page, select the issues prior to documentation
    • Click "Begin Notes."
    • Enter your notes on the text box.
    • Click "Continue with Note List" to go to the next issue or go back to Case Staffing.
  5. Case Staffing Result Letter:
    • Select the Case Staffing Result Letter and customize the letter to reflect the results of the case staffing. Print the letter and give/send the person a copy of the letter. If necessary, translate the Case Staffing Result letter into the appropriate language and send translated document to DMS.
  6. Saving:
    • Clicking from one tab to another will save the entries for the previous tab.
    • To save a Case Staffing entry as complete, you need to enter a Date and select the appropriate case staffing event type(s)
      • Sanction
      • 60 month
      • Exempt
      • Other

Resources

Related WorkFirst Handbook Sections