Re-Evaluation (RE) Process

This section contains information and the business process for a Re-evaluation (RE).

Re-Evaluation (RE) Interview Process

For policy-specific RE requirements, refer to CW HB ch 11 and CF HB ch 9.

Who

Action

CalSAWS

The month prior:

Will auto-send the RE packet 45 days before the RE expiration date. If the appointment has not been scheduled, the appointment letter will not designate a date or time.
Included with the RE packet is:
- The appointment letter (GEN 102 or for CF only cases, the CF 29), and
- The informational packet.

Note: Will auto-send NEC NOA (CF 377.2) 45 days before the certification period expiration date if the case includes CF.

Clerical

If the RE packet is mailed back, scans the RE packet barcode, and saves the RE packet forms and verifications to CalSAWS Imaging.

Note: A Task will be auto-generated and auto-assigned to the Eligibility Worker.

MA Team

Generate a report of next month’s REs and distributes the report to the District Office staff.

EWS

Forward the report of next month’s REs to the assigned EWs.

Prior to the Interview:

Contacts the client to schedule a telephone RE appointment (The client has the option to have an in-person appointment if the client requests one).
Ensures that the appointment is scheduled in CalSAWS.
Informs the client that the RE packet mailed to them should not be completed, signed, and mailed back if the RE appointment will be over the telephone.
Sends out the Appointment Letter (GEN 102) or, for CF only cases, the (CF 29), through CalSAWS at least 10 days prior to the appointment date. These appointment letters are interchangeable for CF.
If unable to contact the client to schedule the RE appointment, schedules the RE and sends out the RE appointment letter at least 10 days prior to the scheduled appointment.

If...

Then...

Telephonic Signature (TS) Interview is conducted,

Day of Interactive Interview:

Reviews the case information in CalSAWS.
Refer to the Interview Script For CW & CF for detailed information on interactive interview verbiage. The Interview Script For CW & CF is located under Scripts in Reference Materials.
Conducts an interactive interview with the client(s) at the time of the scheduled TS interview. Refer to CB 2025-120 How To Generate SAWS 2 Plus With the Correct Case Data and JA: CalWORKs CalFresh Re-Evaluation and Periodic Reporting for system guidance.
Record the attestation via eSign in CalSAWS. Refer to Chewable Byte CB 2023-43: Telephonic Signature-Non Contact Center for system entries.
- Important: If the client returned a signed RE packet, do not capture a TS signature.
- Note: If, for technical reasons, a TS signature cannot be captured, EW can revert to Non-TS by sending the forms via DocuSign, explaining the R&R verbally, and adding a detailed case journal explaining that the TS interview was unable to be completed due to technical reasons.

After the Interactive Interview:

In CalSAWS, ensure the attestation is complete by listening to the audio recording and verifying under the Signature History-SAWS 2A SAR status is Received.
After the RE interview has been conducted, manually send the completed Statement of Facts (SOF) SAWS 2 Plus to the client by the next business day with a self-addressed return envelope.
- Cover Letter, Notification of Completed Yearly Review (SCD 2403) must be included when mailing SOF. The client has 10 days after the interview to review the SOF for corrections or changes.
- Note: If the client has an email address, the SOF and SCD 2403 may be sent via DocuSign as view only, otherwise, the SOF must be printed and mailed to the client with a self-addressed stamped envelope.
Process IEVS and MEDS alerts.
Complete TOA review for CW cases.
Ensure missing required verifications are pending in CalSAWS and CW 2200, with a due date is sent.
Document TS RE Interview summary on CalSAWS Journal Detail page, using the Case Narration Tool. Short Description and body of text must contain the following:
- Short Description: [Enter Date of RE Interview] TS RE Interview Summary.
- Body of the text: TS RE Interview Summary.
Follow the process for approval, denial, or pending of the case as applicable.
Review MEDS and TRAC after two (2) days.
Submit TRAC screens to be Imaged into CalSAWS.
Update Task to Complete.

The client does not answer the phone at the scheduled time or does not show up for the in-person interview (e.g., missed scheduled appointment),

Continue to attempt to call the client during the client(s) scheduled appointment time frame.
CalSAWS will auto-generate the appropriate notices (e.g., NOMI for CF, etc.)
Document in the CalSAWS Journal Detail page the missed appointment and the attempts to contact the client.
- Note: If the RE pack is returned, process the MC RD. Refer to Med-Cal handbook topic, CalWORKs Discontinuance for Failure to Complete Annual RD.
If the client complies within 30 days after the termination date for No Show, for the RE appointment, the case is referred back to the originally assigned RE EW to process the re-application.