Intake Assessment

In-Person Process

After completion of the Orientation, an in-person Intake Assessment is conducted as follows: 

The EC:

  1. Performs an individual assessment to determine employability and appropriate activities.
    1. If the participant is employable or employable with limitations:
      1. Requests the participant to sign the
        Vocational Services Cooperation Agreement form (SCD 523).
      2. Assigns the participant to applicable activities. 
      3. Initiates referrals if appropriate.
      4. Schedules a future appointment for reassessment.
      5. Updates Orientation status in CalSAWS to "Completed" (only for participants who completed Intake Assessment).
      6. Updates the GA/GR Employment Services block from Pending to Active. 
      7. Makes all other appropriate entries in VSAS and CalSAWS.
      8. Enters case comments in VSAS and CalSAWS Journal following internal process.
  • If the participant is unable to work or the EC determines that the participant is unemployable: 
    • Reviews the Orientation Activity referral in the CalSAWS Customer Activity Detail page, and views the Additional Comments field to find out if the client was previously discontinued from GA due to failure to provide a General Assistance Program -  Request for Medical Information form (SCD 1400).  
If... Then...
The client was previously discontinued for missing the SCD 1400
  • Refers the client to the assigned EW using an Eligibility Worker/Vocational Services Communication form (GA 53) via Task to notify of the change in employability status.
  • Updates the VSAS Employability Status field.
  • Makes all other appropriate VSAS entries.
  • Updates the GA/GR Employment Services block in CalSAWS from Pending to Deregistered.
  • Enters case comments in VSAS and CalSAWS Journal. 

The client is reporting a new unemployability Status, or

The EC determines that the participant is unemployable
  • Reviews the General Assistance - Individuals Who Are Unable To Work form (GA 1123) with the client, obtains their signature, and sends a copy to Imaging. 
  • Provides the client with an SCD 1400 for their medical/mental health care provider to complete. 

Exception: Send the client back to the EW with the GA 53 form if the EW's appointment notes indicate that the client was previously discontinued for failure to comply with the SCD 1400. 

NOTE: Do not use a VSAS-generated SCD 1400. Use only the SCD 1400 in the DEBS Forms Library. 

  • Informs the participant that the SCD 1400 must be returned to their EW by the due date. 
  •  Informs the client about the Health Alliance services provided by in-house clinicians and, if appropriate, sends the referral. 
  • Provides the participant with a Vocational Services Document Submission Face Sheet form (SCD 2553), with the information on the SCD 1400 due date and the EW’s information.  
  • Completes and submits an Eligibility Worker/Vocational Services Communication form (GA 53) and a copy of the SCD 2553 to inform the assigned EW of the change in employability status and the due date to submit the required documents. 
  • Selects "Unemployable - Expiration date less than 12 months"  in the VSAS Employability Status field. 
  • Makes all other appropriate entries in VSAS.
  • Updates the GA/GR Employment Services block in CalSAWS from Pending to Deregistered.
  • Enters case comments in VSAS and CalSAWS Journal.

  

2. Updates Orientation activity status in CalSAWS to "Completed" (only for participants who completed Intake Assessment). 

NOTE: VSAS and CalSAWS must be updated daily with the final Orientation status, no later than 4:00 PM. 

3. Sends all documents for Imaging. Refer to Job Aid (JA) 045 Imaging - Navigation. 

 

Telephonic Process

After completion of a Telephonic Orientation, a Telephonic Intake Assessment is conducted as follows.

EC:  

  1. Conducts Individual Assessment following the same guidelines as described in the In-Person process.
  2. Emails all required documentation to the participant.
  3. Schedules future appointment, and mails/emails the appointment letter to the participant (indicating telephonic or in-person appointment).
  4.  Updates Orientation activity status in CalSAWS to "Completed" (Only for participants who completed Intake Assessment).
  5. Updates the GA/GR Employment Services block from Pending to Active. 
  6. Makes all other appropriate entries in VSAS and CalSAWS.
  7. Enters case comments in VSAS and CalSAWS Journal following internal process.
  8. Sends all documents for Imaging. Refer to JA 045 Imaging - Navigation. 

If Participant is unable to work:

  1. Follows the same guidelines as the In-person Interview process above, with the exception that the documents are to be sent to the participant by mail or by email.

NOTE: Before conducting virtual Orientation, Assessment, and Reassessment, VS staff must verify that the participant has opted in to electronic communication by reviewing the Contact Detail page in CalSAWS. 

Any email correspondence containing Personal Identifiable Information (PII) must be sent as Secure email.

 

Failure to Complete the Individual Initial Assessment

Participants who attend the Orientation but fail to complete the Individual Initial Assessment are considered "No-Show." The EC follows the steps below:

  • Updates the Orientation to "No Show." 
  • Updates the GA/GR Employment Services Pprogram block to "Deregister."
  • Enters case comments in VSAS and CalSAWS Journal.

 

NOTE: VSAS and CalSAWS must be updated daily with the final Orientation status, no later than 4:00 PM. 

Related Topics

Continuing Reassessment For Employable Participants