Staffing Meetings
A Staffing is a case management meeting and how IDHS and the Provider review a customer's progress in an activity and verify eligibility.
All providers must have a Provider Staffing monthly. Participants in SNAP E&T must be eligible for SNAP while receiving E&T services and eligibility for SNAP is verified prior to the staffing by IDHS staff utilizing IES. If there is an issue with a participant's eligibility it can be communicated at the staffing.
In the event that a SNAP E&T participant is having issues in the program, a provider will indicate that a more in-depth discussion is needed. A Customer Staffing will then be held for that customer and should include any other needed stakeholders. A Customer Staffing could be called for a customer who is not progressing well, and must be called if a participant has been engaged in the same component for a period of 6, 9 and/or 12 months to review those benchmarks. A participant who is cooperating but not progressing will needs a Customer Staffing to determine if there is a need to change their component or if additional barrier reduction is needed. Customers may be invited to attend their own Customer Staffing, and the goal of such a meeting is to arrive at a consensus about any changes to the Employment Plan or a way to move forward in pursuing the participant's career goals. A staffing may be held in-person, via telephone, audio or video conference. Provider Staffings must be held monthly. Customer Staffings are held as needed.
A. Preparing for the Staffing:
- Provider completes form 4333 in ISETS by no later than the 10th of the month and marking any participant who needs a customer staffing.
- For customer staffings, a 4344 should be created as well by no later than the 10th of each month.
- IDHS reviews the 4333 to verify the customer status and eligibility in IES for continued participation in E&T.
- IDHS sends staffing invites to all necessary parties 3 workdays before the meeting and no later than the 15th of the month. Staffing must be done before the end of the month and need to be completed monthly for all enrolled customers.
B. Provider Staffing
IDHS and Providers meet monthly to discuss and review progress, length of time in an active, eligibility of participants, support services issued and attendance reported in ISETS.
IDHS staff verifies and reports on:
- Participants' eligibility for continued participation with the Provider
The Provider reports on:
- Level of participation;
- Any progress challenges; and
- Any changes to the customer's Employability Plan (changes to program components).
C. Customer Staffing
This meeting occurs as needed when a more in-depth meeting regarding a specific customer's case and any issues or lack of progress needs to be addressed.
The selection criteria for holding a customer staffing include:
- Poor level of customer engagement;
- Length of time participating in the program without progress (mandatory at 6, 9 and 12 months);
- Customer may need other non-E&T services or interventions such as substance use, mental health or DV services.
At the Customer Staffing:
- Review the progress for each customer being discussed;
- Hold a discussion on problems the customer may be having, issues identified;
- Review the appropriateness of the current activity and review alternatives;
- Brainstorm new strategies to improve participation;
- Share on all resources available to the customer.
The customer is also invited to attend. The meeting may result in the need to revise the SNAP E&T Employability Plan.
