| (a) An Eligible Entity shall submit information regarding
the planned use of funds as part of the CAP as described in §6.206
of this subchapter (relating to Strategic Plan, Community Assessment,
and Community Action Plan).
(b) HHS issues terms and conditions for receipt of
funds under the CSBG. Eligible Entities must comply with the requirements
of the terms and conditions of the CSBG award.
(c) CSBG Eligible Entities, and other CSBG organizations
where applicable, are required to coordinate CSBG funds and form partnerships
and other linkages with other public and private resources and coordinate
and establish linkages between governmental and other social service
programs to assure the effective delivery of services and avoid duplication
of services.
(d) CSBG Eligible Entities will provide, on an emergency
basis, the provision of supplies and services, nutritious foods, and
related services as may be necessary to counteract the conditions
of starvation and malnutrition among low-income individuals. The nutritional
needs may be met through a referral source that has immediate resources
available to meet the needs.
(e) CSBG Eligible Entities and other CSBG organizations
are required to coordinate for the provision of employment and training
activities through local workforce investment systems under the Workforce
Innovation and Opportunity Act, as applicable.
(f) CSBG Eligible Entities are required to inform custodial
parents in single-parent families that participate in programs, activities,
or services about the resources available through the Texas Attorney
General's Office with respect to the collection of child support payments
and refer eligible parents to the Texas Attorney General's Office
of Child Support Services Division.
(g) Documentation of Services. Eligible Entities must
maintain a record of referrals and services provided.
(h) Intake Form. To fulfill the requirements of 42
U.S.C. §9917, Eligible Entities must complete and maintain an
intake form that screens for income, assesses customer needs, and
captures the demographic and household characteristic data required
for the Monthly Performance and Expenditure Report, referenced in
Subchapter A of this chapter (relating to General Provisions), for
all Households receiving a community action service. Eligible Entities
must complete and maintain a manual or electronic intake form for
all customers at least every twelve months.
(i) Case Management.
(1) An Eligible Entity is required to provide integrated
case management services. Eligible Entities are required to identify
and set goals for Households they serve through the case management
process. Eligible Entities are required to evaluate and assess the
effect its case management system has on the short-term (less than
three months) and long-term (greater than three months) impact on
customers, such as enabling the customer to move from poverty to self-sufficiency,
to maintain stability. CSBG funds may be used for short term case
management to meet immediate needs. In addition, CSBG funds may be
used to provide long-term case management to persons working to transition
out of poverty and achieve self-sufficiency.
(2) An Eligible Entity must have and maintain documentation
of case management services provided.
(3) An Eligible Entity is assigned a minimum TOP goal
by the Department. Eligible Entities must provide ongoing case management
services for these TOP Households. The case management services must
include the components described in subparagraphs (A) - (L) of this
paragraph. Eligible Entities must also provide case management clients
with a Customer Satisfaction Survey, described in subparagraph (M)
of this paragraph, for the client to complete anonymously. At least
annually, Eligible Entities must evaluate the effectiveness of their
case management services, as described in subparagraph (N) of this
paragraph. The forms or systems utilized for each component may be
manual or electronic forms provided by the Department or manual or
electronic forms created by the Eligible Entity that at minimum contain
the same information as the Department-issued form:
(A) Self-Sufficiency Customer Questionnaire to assess
a customer's status in the areas of employment, job skills, education,
income, housing, food, utilities, Child care, Child and family development,
transportation, healthcare, and health insurance;
(B) Self-Sufficiency Outcomes Matrix to assess the
customer's status in the self-sufficiency domains;
(C) Case Management Screening Questions to assess the
customer's willingness to participate in case management services
on an ongoing basis;
(D) For customers who are willing to engage in long
term case management services, a Case Management Agreement between
the Eligible Entity and customer;
(E) Release of Information Form;
(F) Case Management Service Plan to document planned
goals agreed upon by the case manager and customer along with steps
and timeline to achieve goals;
(G) Case management follow-up, which provides a system
to document customer progress at completing steps and achieving goals.
Case management follow-up should occur, at a minimum, every 30 days,
either through a meeting, phone call or email. In person meetings
should occur, at a minimum, once a quarter;
(H) A record of referral resources and documentation
of the results;
(I) A system to document services received and to collect
and report NPI data;
(J) A system to document Case Management Closure form
to document persons that have exited case management;
(K) TOP Income Tracker form to document income for
persons that have maintained an income level above 125% of the Federal
Poverty Income Guidelines for 90 days;
(L) A system to document and notify customers of termination
of case management services;
(M) Customer Satisfaction Survey; and
(N) On an annual basis, an Eligible Entity should determine
the effectiveness of its case management services and identify strategies
for improvement, including identification of reasons for customer
terminations and strategies to limit their occurrence.
(j) Effective January 1, 2016, Eligible Entities shall
meet the CSBG Organizational Standards as issued by HHS IM 138 (as
revised), except that where the word bylaws is used the Department
has modified the standards to read Certificate of Formation/Articles
of Incorporation and bylaws; also, Eligible Entities must follow the
requirements in TxGMS (as applicable) including the State of Texas
Single Audit Circular. Failure to meet the CSBG Organizational Standards
as described in this subsection may result in HHS IM 116 proceedings
as described in Chapter 2 of this title (relating to Enforcement).
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