CAP CSBG Agency Manual

We envision our community working together to end

poverty.

We envision a community where all people...

 have sufficient money, relationships and meaning in their lives to

thrive.

 are valued and able to meet their own needs by utilizing their

talents, potential, and passions.

 are equipped to achieve their full potential.

Community Action Partnership’s mission is to be a catalyst for

building relationships that inspire and equip people to end poverty

in our community.

Community Action Partnership

North & North Central Idaho

124 New 6

St., Lewiston, ID

www.cap4action.org

Table of Contents

CAP CSBG Programs

3 Basic Services & CSBG Direct Services Provided

4 CAPAI Database

4 Household Definition

5 CSBG Eligibility

5 Citizenship

6 Process for Prioritization and Notification for eligible applicants when demand exceeds supply

6 Inclusion Statement

6 Appeal Procedure for Eligibility

7 Transition Plan

7 Records Request

8 Quality Assurance Plan

9 Customer Service Policy

Section A-

Community Services-Direct Services

10 Intake Procedures

Financial Coaching

10 Confidentiality

11 Vouchers

12 Funding Streams (County Funds & FEMA Funds)

12 Energy Assistance

13 ITSAP

13 Referrals

Section B-

Food Bank

15 Intake Procedures

15 Eligibility Criteria & Income Guidelines

Section C-

Future Story Initiative

13 Intake Procedures

Eligibility Criteria & Income Guidelines

Stages of the Future Story Initiative

Section D-

Housing

17 Intake/Eligibility Criteria & Income Guidelines/Information & Referral

Section E-

18 Community Engagement-CSBG Community Projects

CSBG Program Procedures

CSBG is the Community Services Block Grant. CSBG provides administrative and program funds to assist low-

income families and individuals to meet their basic needs, gain skills and work toward self-sufficiency. CSBG

funds are utilized to leverage resources and to develop and fund programs that respond to issues faced by low-

income people and to strengthen the communities in which they live.

BASIC SERVICES

DOCUMENTING SERVICES PROVIDED

CSBG Programs are required to provide and record services provided that align with ten statutory categories.

These categories are:

1. Employment 6. Nutrition

2. Education 7. Linkages

3. Income Management 8. Self-Sufficiency (Family Development)

4. Housing 9. Health

5. Emergency Services 10. Youth Programs

CSBG Goals and Objectives

Assurances

The overarching objective of CSBG funds is to mobilize resources to alleviate the causes and conditions of

poverty. When the state submits its state plan to the federal government, it is asked to agree to the assurances

found in the CSBG Act. All programs at the local level are based in at least one of the following three assurances

(taken from the CSBG Act):A. An assurance that funds made available through the grant or allotment will be

used to support activities designed to assist low-income families and individuals, including those receiving

assistance under part A of Title IV of the Social Security Act (42 U.S.C. 601 et seq.), homeless families and

individuals, migrant or seasonal farm workers, and elderly low-income individuals and families, and a description

of how such activities will enable them to:

 remove obstacles and solve problems that block the achievement of self sufficiency,

including self-sufficiency for families and individuals attempting to transition from a State program

carried out under part A, Title IV of the Social Security Act;

 secure and retain meaningful employment;

 attain an adequate education, with particular attention toward improving literacy skills of the low-

income families in the communities involved, which may include carrying out family literacy initiatives;

 make better use of available income;

 obtain and maintain adequate housing and a suitable living environment;

 obtain emergency assistance through loans, grants, or other means to meet immediate and urgent

family and individual needs;

 achieve greater participation in the affairs of the communities involved, including the development of

public and private grassroots partnerships with local law enforcement agencies, local housing

authorities, private foundations, and other public and private partners; document best practices based

on successful grassroots intervention in urban areas, to develop methodologies for widespread

replication; and

 strengthen and improve relationships with local law enforcement agencies, which may include

participation in activities such as neighborhood or community policing efforts.

B. An assurance that addresses the needs of youth in low-income communities through youth development

programs that support the primary role of the family, give priority to the prevention of youth problems and

crime, promote increased community coordination and collaboration in meeting the needs of youth, and

support development and expansion of innovative community-based youth development programs that have

demonstrated success in preventing or reducing youth crime, such as:

 programs for the establishment of violence-free zones that would involve youth development and

intervention models (for example, models involving youth mediation, youth mentoring, life skills

training, job creation, and entrepreneurship programs);

 after-school child care programs; and

C. An assurance that makes more effective use of, and coordinates with, other programs related to the purposes

of this subtitle (including State welfare reform efforts).

CSBG Applications

Applications for CSBG services can be accepted only from adults (individuals 18 years or older) or minors under

18 who are living on their own or are homeless. It is noted that children receiving foster care services represent

a household of one for the purpose of eligibility determination. In some cases, it might be appropriate to list

the foster child as the applicant.

Household Definition

For the purposes of CSBG eligibility, a household is defined as one economic unit. CSBG allows multiple

economic units residing at one address. Also, for the purposes of CSBG, “household” and “family” can be used

interchangeably.

Caseworthy Database

The CAPAI database is a web-based data collection database that contains Community Action Partnership

household information. This information includes household demographic information, income, services, case

notes, and a history for each individual served.

Database information is confidential and plays a key role in capturing services provided and reporting

information. Every household receiving services from CAP must be entered into and have services received

tracked by the database.

The Caseworthy database is Idaho’s approved CSBG database. All individuals and families who receive CSBG,

ITSAP, or LIHEAP will be entered into this system or a system that will interface with the database. In addition

to being entered into the database system, all recipients of CSBG-funded services must sign the application,

release and privacy statement in order to complete their file.

The Caseworthy Database is located at: https://app.caseworthy.com/capai_prod.caseworthy. A username and

password are required and must be requested by a Program Director or other authorized staff. All users are

required to have their own user names and passwords. Sharing passwords is prohibited. All password requests

will be made through CAPAI and emailed to the Energy Program Manager using the password request form

found on the CAPAI member portal. This process is the same for replacing an expired password.

The Caseworthy database uses Social Security Numbers (SSNs) or a similar code to organize files in the system.

If a family chooses not to disclose their SSN, the local agency worker will create a COO number by using the

Community Services Shared Drive spreadsheet and assigning the next available number in the CAP 1 or CAP 7

spreadsheet to that client. For new staff or existing staff who need a refresher, training on the Caseworthy

database is free and available. Supervisory staff will work with CAPAI staff to arrange for training of CAP staff

as needed and appropriate.

All CSBG program applicants need to be entered into the database. A program application must be printed,

signed by the applicant and placed in the file along with a signed Privacy Statement.

CSBG Families with no Social Security Number

State and federal rules do not require the family to offer an SSN to obtain CSBG services. However, the CAPAI

Database requires either an SSN or a C00 number to sort families in the system. CAP 1 and 7 have spreadsheets

on sharepoint saved under LIHEAP-Shared Documents-Case Numbers and Homeless Tracking Numbers. Each

household member is to be assigned a C00 number and their name and information is entered into the

spreadsheet.

Eligibility Criteria & Income Guidelines

State and federal law dictate that household income eligibility to receive CSBG-funded services is 125% of the

Federal Poverty Level (FPL). Family eligibility for CSBG is determined by the family’s self-reported income. There

are no documents required to verify the family’s income for CSBG services. If a family is receiving other services

from CAP, the income guidelines and document retention policies will be followed.

Updating CSBG Income Verification/Privacy Release Update Annually

CAP requires CSBG applicants to update their income eligibility for services at least once each calendar year and

families must sign a new privacy release form generated by the CAPAI database once each calendar year.

Citizenship

There is no state or federal requirement under CSBG regarding U.S. citizenship. A person’s citizenship status is

not a factor in determining eligibility for services. In fact, it is prohibited to ask a family for proof of U.S.

citizenship or to retain such documentation in a CSBG family file. There are instances, however, when a family

may be applying to receive services through other funding streams that have different rules.

Conflict of Interest: Employee/Family Member Application for Services

Also see:

Conflict of Interest Policy - CAP Personnel Manual

Employee Application for CAP Services - CAP Personnel Policy

Employees and consistently scheduled volunteers seeking assistance from any of CAP’s programs will enjoy the

same rights and privileges as any other applicant, with the following stipulations: the employee or volunteer

may not take his or her own application or determine his or her own eligibility; nor may he or she perform his

or her own service. Initial eligibility review and assistance plan will be provided by the program director where

services are being sought. After initial approval by the Program Director, the application and all pertinent

documentation will be then forwarded to the finance director and Human Resources Director for final review

and recommendation of approval. This decision will them be presented to the Executive Director for final

authorization. All steps in this process must be followed before implementation of services.

Employees and/or family members, if qualified, will receive services in the order in which their application was

received. If an employee’s family member applies for services, full disclosure of the relationship to the employee

must be documented on the original application. If the family member lives in a separate household, the

application does not have to go through the full approval process as long as full disclosure is documented on the

application.

Referral Information for Availability of Child Support Services

When custodial parents in single-parent families are identified upon applying for CSBG services, CAP staff will

refer eligible parents to the child support offices of State and local governments.

Prioritizing and Notifying Applicants when Demand Exceeds Supply

CAP will operate on a first-come, first-served basis within each office. When funds or services are available, they

will be offered to eligible applicants until the funding or service has been depleted.

Inclusion Statement

No person shall, on the basis of race, color, national origin, or sex be excluded from participation in, be denied

the benefits of or be subjected to discrimination under any program or activity funded in whole or in part with

CSBG funds. Any prohibition against discrimination on the basis of age under the discrimination Act of 1975 (42

USC 6101 et seq.) or with respect to an otherwise qualified individual with a disability as provided in section 504

of the Rehabilitation Act of 1973 (29 USC 794), or title II of the Americans with Disabilities Act of 1990 (42 USC

12131 et seq.) shall also apply to any such program or activity. (Sec. 678F)

Appeal Procedure

Statements are posted in all CAP offices informing clients that they may call Community Action Partnership of

Idaho toll-free at 1-877-375-7382 if they have a problem or complaint about the services they are receiving from

CAP. Fair Hearing Request Forms are posted in Community Services offices for clients to request a hearing

regarding the decision on their application for assistance through the LIHEAP program. If they have a concern

with the service they receive not relating to LIHEAP, they can contact the supervisor at that office or the director

of the department affected.

CSBG Transition Plan

In the event the CSBG contract is terminated, all program and fiscal records that are related to the contract shall

become the property of the Sub-Contract Administrator and CAP shall immediately deliver such records to the

Sub-Contract Administrator.

In the event CAP’s CSBG contract is terminated, all stakeholders will be provided clear, understandable, timely

and accurate written information as required by Sub-Contract Administrator.

Upon termination of the CSBG contract, CAP will:

 promptly discontinue all work, unless the termination notice directs otherwise;

 promptly return to the Sub-Contract Administrator any property provided by Sub-Contract Administrator

pursuant to the contract; and,

 deliver or otherwise make available to Sub-Contract Administrator all data, reports, estimates,

summaries and such other information and materials as may have been accumulated by CAP in

performing the work of the contract, whether completed or in process.

In the event of contract termination, the Sub-Contract Administrator may take over the services and/or may

award another party a contract to complete the services. Upon termination for cause, the Sub-Contract

Administrator may be entitled to reimbursement from CAP for losses incurred as a result of any breach.

Agency Staff Changes

Agency’s Executive Director, Finance Director, Human Resource Director, or Community Services

Director/Community Engagement Director/Staff Development Director will notify CAPAI of staff changes

relevant to CAPAI services.

Record Requests

Requests Made by Families for Their File:

Local agencies must allow families to view their own files upon request. If a family requests an amendment, the

family must do so in writing. The agency has 10 business days from receipt of the written request for amendment

to acknowledge the request in writing and either make the change to the file or inform the family, in writing, of

the refusal and the reason for refusal.

Requests Made by a Third Party:

Agencies cannot release any family information to a third party unless they have written approval from the

family prior to the request or it is otherwise allowed by law.

Release of Information:

In situations when an agency needs to communicate with a third party on behalf of a family, the agency must

have a signed release of information for the communication. The agency must use the approved Release of

Information form and retain a copy of the signed form in the family’s file.

QUALITY ASSURANCE PLAN

1. 0. QUALITY ASSURANCE OVERVIEW

1. 1 Operational Definition of Quality Assurance:

Quality Assurance, for the purposes of this Plan, will be defined as provision of consistent, accurate,

and knowledgeable service to community members that we serve and accurate and reliable reporting

to program funders.

1. 2 Quality Assurance Objectives:

CAP will utilize this Plan to ensure that we:

 Meets or exceeds contractual requirements;

 Provides above-average customer service to those we serve;

 Ensures consistent, accessible and high quality service delivery to clients and that this service

delivery is in compliance with current program operations manuals;

 Ensures program implementation is timely and accurate; and

 Ensures strong program integrity.

2. 0. QUALITY ASSURANCE TASKS

CAPAI staff will review the following documents at least annually and update if any changes need to be made

as applicable and notify/train all staff and submit to CAPAI.

1. CSBG Operations Manual

2. ITSAP Operations Manual

3. LIHEAP Intake Manual

4. LIHEAP Data Entry Manual

5. Weatherization Operations Manual

6. CSBG, LIHEAP, TEFAP and other Grant Contracts

7. Quality Assurance Plan-in CSBG Manual

2. 1. DOCUMENT REVIEW SCHEDULE

The aforementioned reviews will be completed according to the following schedule:

CSBG Manual-with IS Submission

Strategic Plan, Needs Assessment-with each mid year report (July)

ITSAP Manual-with new LIHEAP contracts (Sept.)

LIHEAP Intake Manual-with new LIHEAP season (Sept.)

LIHEAP Data Entry Manual (Sept.)

Weatherization Operations Manual (reviewed with each policy update from CAPAI)

CSBG, LIHEAP, TEFAP and other Grant Contracts (as each contract arrives)

Quality Assurance Plan-in CSBG Manual (with CSBG Manual review)

3. 0. QUALITY ASSURANCE ACTIVITIES

CAP staff will incorporate program changes in to manuals with each manual review. Agency staff will be

advised of the effective date of any program changes. CAP staff will learn of changes via e-mail, in person,

and/or in staff meetings. Training will take place as needed to ensure staff understand changes.

CAP staff will participate in trainings through the year. On average, community services staff will have a spring

and fall training and other staff will have ongoing training as needed. All CAP staff will attend a yearly training

to include all staff members at the same time.

4. 0. MONITORING

CAP staff will prepare monitoring materials, files, etc. for monitors anytime it is needed. The necessary staff

will be available to answer questions for monitors to the best of their knowledge. Departmental directors and

managers will ensure all changes are made that are needed as requested by monitors. CAP staff will follow up

with any additional requirements after a monitoring to ensure any findings or issues found during a

monitoring review are corrected.

CAP’s Executive Director will review monitoring reports prior to submission to the Department for its review

and approval.

5. 0. REPORTS:

The appropriate CAP staff will investigate any data anomalies identified during reporting of agency program

data into monthly, quarterly, and annual reporting. This investigation will include determining the cause of

any anomaly.

CAP Program Management staff will work the agency’s program staff to advise of any anomaly, arrive at the

correct data, and determine a solution that will prevent recurrence.

Customer Service Policy-also see CAP Personnel Manual

The goal of CAP is to provide up-to-date and accurate information and to offer services and programs needed

by local communities. In fulfilling this goal, CAP strives at all times to provide excellence in customer service.

Excellence in customer service means that trained and knowledgeable staff is ready to assist clients and the

general public in finding the services they want and need. CAP staff will provide friendly, efficient, and

accurate services to all clients at all times. It is important to keep in mind that the client is the customer to

whom the employees of CAP are ultimately responsible.

Friendly, Helpful Manner

The manner in which a person looks, speaks, and acts conveys an attitude, just as the tone of voice and choice

of words affect a message. It is imperative that every employee/client interaction be a positive one for the

client. A friendly, helpful manner usually ensures a positive experience even when the message is not a

pleasant one and will ensure that the client will walk away feeling that their experience with CAP was a

positive one.

Each employee, while at work, is a representative of CAP. The impression made on the client and public

profoundly affects CAP’s image and on-going support.

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Steps to Follow

1. Be punctual. Service to clients and the public commences at opening time. Phones should be answered and

workstations manned when CAP opens to the public.

2. Wear a name badge when greeting clients or the public.

3. Answer phones in a pleasant manner, using a greeting, identifying CAP and yourself and offering help.

“Good morning” and “May I help you?” goes a long way.

4. SMILE.

5. Greet the client and/or general public. Acknowledge their presence by looking up and making eye contact. If

busy with another client, acknowledge the client who is waiting and explain that you will help them as soon as

possible.

6. Conduct transactions in a helpful, pleasant tone of voice. Keep any impatience, annoyance, or judgment

from your voice. It is always better to assume that the client or general public is unfamiliar with CAP’s systems.

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Section A

Community Services - Direct Services

Intake Procedures-

The application process needs to be done for every person that comes in for any type of service, regardless of

whether or not they qualify for assistance. The Community Action Partnership state-wide database manual

provides a complete step by step guide for the intake application for the Low-Income Energy Assistance Program

for reference. Although it does not include the coding required for CSBG programs, the application process is

complete and should be followed regardless of the funding source. With the application, the following

information may be needed for client’s file, depending on funding source:

 social security cards for everyone in the household (if a HH member doesn’t have a SS# then refer to the

process for assigning them a C00#)

 Signed Privacy Act Statement

*Additionally for LIHEAP

 30 days proof of all income (90 Days for WA LIHEAP)

 Birthdates

 Proof of address (typically a utility bill)

The intake process also includes talking with the client to find out about their situation and what services they

need. This must be done by a service coordinator/Community Engagement Liaison every time they come in for

services. Necessary questions must be asked to assess their situation.

Financial Coaching

Financial Coaching is a service provided to individuals that would like support to reach a deeper level of stability

and reach their goals in housing, income, education, health, transportation, or anything that would make them

more prosperous. As Community Engagement Liaisons (coaches) or FSI staff (coaches) meet with a client, they

ask how CAP can help them and begin coaching in the area that is most applicable to the situation. A person

may be coached one time (called a “coaching moment”) or a person may come back on a regular basis to receive

coaching and support towards their goals. Staff enter the services provided in both services and goals as

appropriate. If they are not an FSI client, the goals and services will be tracked in the database under CSBG

(generic term for Community Services, not tied to income).

For tracking coaching under CSBG-

Under the program CSBG

-without selecting a category, the service CAP-Financial Coaching should come up. For any financial coaching

appointment, you can select the CAP-Financial Coaching service.

-Then, for goals, you can select Goals on the dropdown under services and select “+ Add ROMA Goal” and

check the goal that was completed, and save. This can be a broad range of goals from increasing income,

obtaining housing, obtaining childcare, etc.

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Also see for further explanation:

Confidentiality - CAP Personnel Manual

All CAP employees must treat information regarding program participants as highly confidential and must not

disclose any information without the participant’s written approval or as required by law. Care must be

exercised to safeguard all documents and files to protect client confidentiality.

CAP offices should be structured in a manner to promote client confidentiality as much as possible where office

dividers, lobby music, etc. is used to promote confidentiality and prevent others from hearing or seeing clients

share personal information and documents. Any client files should be filed at the end of each day in a secure

place to prevent accidental disclosure of client information to anyone who might be in the office outside of work

hours.

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Use of Vouchers

Vouchers act as a purchase order and are given to clients to allow them to receive services (prescriptions, gas,

transportation, etc.) at a vendor location.

1. Vouchers are kept securely in the administration office.

2. Administration will keep a log of voucher numbers and track which Community Services staff member

has been assigned which vouchers.

3. Community Services staff members are supplied with 25 client vouchers at one time.

4. Community Services staff members will complete each client voucher with the following information:

 Assistance site (example Chevron).

 Address of site.

 Program Participant Name (client).

 Dollar amount provided.

 Comments (reason for need).

 Program Element (this information is listed on the county funds spread sheet for each source of

funding.

 Client’s county of residence (if the client is from another county, service must be provided using

those particular county funds).

 Signature of CAP Representative and date of service.

5. Voucher expires date must be the same as date of service. (Inform the client if the voucher is not used

the same day, the voucher will be voided).

6. The client voucher is a triplicate half-sheet form.

 White and Pink copy will be sent with the client to present to the vendor, the vendor returns the

white copy to CAP’s accounts payable with a bill/invoice and can keep the pink copy for their

records.

 Yellow copy remains with the Community Services staff member.

7. If a client returns to CAP and states that he/she did not use the voucher and is requesting another in its

place, the client must return the unused voucher prior to receiving a replacement voucher.

8. Clients may only receive assistance with county funds every 6 months.

9. County funds budget spreadsheets created by Accounts Payable are located on the CAP Share Point.

Community services staff members will enter the following information

 Status ( enter 1)

 Application Date

 Vendor Name

 Client Name

 Social Security Number

 Expenses Amount

 Assistant Type

 Staff Member

 Client voucher half sheet number (this is located on the right upper corner of the voucher)

10. The Community Services staff member will create an Excel file and log all transactions with the following

information:

 Voucher Number

 Date of service

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 Vendor Name

 Client Name

 Client Social Security Number

 Date sent to Accounts Payable

 Date the Community Services staff member received the yellow voucher back from Accounts

Payable

11. When all 25 client vouchers have been depleted, the Community Services staff member will attach all 25

yellow vouchers to a copy of the excel spreadsheet they created and send to Administration for

reconciliation.

Funding Streams

County Funds

Funds may be provided through various funding streams and are to be spent according to the requirements of

the funding stream. Each county has the opportunity to have an undesignated funding pool where donations

are directed for that county as they are received in the CAP fiscal office. The balances are available on a

Sharepoint/shared document spreadsheet and are reconciled monthly. The balance is not to drop below $100

to protect against errors. Typically, vouchers will be provided to clients needing these funds for

gas/transportation or prescription assistance (usually ranging from $20-$50 no more than once every six

months.) Vouchers can be used for other purposes as deemed necessary by the service coordinator. Each staff

member can use discretion as to the exact amount and use of funds. It is advised to use other forms of energy

assistance when available and try not to use the pools of unrestricted county funds for energy assistance

purposes if possible.

Purpose: The purpose is to assist community members that qualify under CSBG income guidelines.

County Funds (undesignated donor funds) - this funding may be used for fuel, medication (no controlled

substance), and transportation. Those funds may be used for other reasonable items as determined reasonable

and affordable by the staff serving the individuals as it relates to equipping an individual for stability.

Must be a resident of that county.

 Have not received benefit within the last 6 months

FEMA Funds may be available in each county and amounts, deadlines, and regulations change with each year.

All direct service staff should work closely with their supervisor and the fiscal office to apply for FEMA funds and

follow the necessary requirements to deliver FEMA services. Staff should reference the FEMA manual for

specific requirements.

Emergency Energy Assistance

Re: Project Share, Helping Hands, LIHEAP, etc.

See CAP’s LIHEAP manual for specific requirements about each utility assistance program to ensure that the

appropriate guidelines and requirements are followed. In general, most resources provide for only one month’s

utility services assistance and must guarantee continued service. Client must have sufficient income to ensure

that they have the ability to pay the next month’s bills. Staff members are encouraged to leverage matching

funds to assist with the payment. Client may also be asked to contribute toward balance owed. Payment History

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should be requested from the utility, to verify that clients attempt to make payments and/or arrangements. A

statement (utility bill) showing that termination is in process (warning, disconnect) must be made available.

Special circumstances may allow additional funds to be applied if available and must be approved by the Energy

Program Manager. Assistance can be applied to the highest month owed, but it cannot be paid by the agency

if it has already been paid by the client. Guidelines can vary from utility to utility (with the co-ops) and the

Energy Assistance Manual must be referenced for information on specific energy assistance program guidelines.

Idaho Telephone Assistance Program (ITSAP)-phasing out in 2016

Telephone Assistance provides monthly “lifeline assistance” discount for local phone service. ITSAP clients

have no monthly ITSAP surcharge. To qualify, the following is needed:

1) Head of Household listed on the telephone bill.

2) Documentation of 90 days income needs to be verified for eligibility (income cannot exceed 133% of

federal poverty guideline).

3) Name and telephone # must match telephone company record. Make copy for file.

4) Eligible Telephone Companies – Listed in database

Referrals

Referrals can be made to other service providers for either specialized services or leveraging funds. Service

providers include multiple resources such as county offices, Dept. of Health and Welfare, District Health, Mental

Health, Family Health Services, local churches, Job Service, etc. Many providers have their own criteria and a

phone call prior to the referral may be necessary. It is required that we track our referrals and services. Referrals

not only serve as an introduction, but also are a good communication tool among service providers to ensure

that clients are appropriately referred and served. A good rule of thumb is to call first and send along a written

referral as a common courtesy.

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Section B -

Food Bank

Intake Procedures Intake procedures are the same as outlined on page 9.

Eligibility Criteria & Income Guidelines

Income eligibility criteria may vary by type of service received. All government commodity food bank services

require that the households’ income falls under 133% of the federal income guidelines. If a household is over

this income limit, we could still provide a “non commodity” food box.

Each time a client receives a food box, (guideline is three months apart, up to 3 a year) the electronic file should

be updated. Case notes should include the reason for needing the food box (lost their job, refrigerator broke,

just moved) etc. Food box services should be coded to 6.2 and the county where the food box is received should

be noted in case it is different from the county in which the client resides.

To best serve people who are homeless, note that a “Special food box - hotel, on bus, no microware” etc. is

needed so that the food box can fit the specific need. Special food boxes should be provided no more than

every four weeks/once a month except for emergency situations that can be determined at the Community

Services staff member’s discretion.

Clearinghouse- The clearinghouse is perishable food products (donated bread, produce, dairy or meat) and can

be provided weekly or bi-weekly when demand is high. Once individuals are in the data system, they can come

directly in food bank. They list their name and last 4 digits of SSN and how many in household.

As with any service provided, database files must be updated any time a nutrition-related service is provided.

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Section C-

Future Story Initiative

The Future Story Initiative (FSI) exists to help people build resources, reasons, and relationships in order to thrive

and move out of poverty. Participants primarily work on achieving the tools necessary to exit poverty by

obtaining education and/or employment that leads to increased income, and learning other skills that provide

stability for their family unit, including parenting skills, money management skills, emotional intelligence, etc.

Individuals may first enter the initiative by involvement with their employer, referral from CAP or another

agency, or attending workshops or other CAP trainings. Individuals who are willing and able to work full time or

who may already be employed begin by attending the “Essential Skills” course and then have the option to

receive support from others through “Interest Groups” after the Essential Skills class is completed.

Intake Procedures

See Section A Direct Services for client intake instructions and database questions.

Eligibility Criteria & Income Guidelines

See Section A Direct Services for more information

Individuals can be enrolled in FSI through various funding streams with the following income guidelines.

Family eligibility for CSBG is determined by the family’s self-reported income. There are no documents required

to verify the family’s income. If a family is receiving other services with other funding requirements, the funding

source needs to be defined by CAP and the source’s requirements for eligibility and document retention will be

followed.

Earned income and public benefits are included in calculating total household income. CSBG defines a

household or family as one economic unit. There can be multiple units at one address.

125% of FPL for Idaho CSBG participants

WA CDBG–at least 51% of participants must meet HUD’s LMI standards.

125% of FPL for WA CSBG participants

No income limit for other Foundation or grant funds unless otherwise noted by the grantor, staff determines

eligibility in these cases as long as the family does have a lack of resources.

FSI Participants

Individuals that complete the Essential Skills Class may choose to participate in other resources within FSI, like

Interest Groups, to help achieve their goals. They may also work on their own and receive periodic feedback or

support until they deem the support of FSI as no longer necessary and they choose to discontinue. See FSI

Completion Below.

Interest Groups

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Interest Groups are provided as needed on specific topics requested by participants to help them reach intended

outcomes.

An Interest Group template is completed for each interest group in order to track outcomes of that specific

interest group. These forms are usually stored with overall program files and outcomes of the interest groups

may not always be tracked to the individual participant, but tracked for the group as a whole.

Future Story Initiative (FSI) Completion-

Individuals “successfully complete” their enrollment with FSI when they no longer request assistance/support

of FSI to reach their goals.

Individuals “discontinue the Future Story Initiative” when they have determined that they are no longer able to

participate and work on achieving their goals or fail to actively engage in the initiative by not attending meetings

and discontinuing communication with the Future Story Initiative.

Future Story Initiative File Instructions

All goals are tracked in caseworthy discontinuing paper files as of January 2017.

FSI participants are enrolled in FSI in Caseworthy

As they achieve goals, they are entered into goals achieved under FSI

Forms are uploaded into the client file in Caseworthy.

The privacy act, photo release, and progress reports (as applicable) will be

Documents in File*discontinuing January 2017

Section of File-Section 1 needs to be updated annually

Participant Assessment Application from CAPAI Database

ID Privacy Act Form (also used for WA clients)

Section of File

*Discontinuation or Completion of FSI Form (*at the top of this section once discontinued or completed)

Waiver of Liability

CAP Photo Release Form

Future Story Initiative Enrollment

Outcome Circle Enrollment

(if applicable)-Mutual Exchange of Confidential Information Form, Reciprocity Agreement)

Section of File

Progress Reports specific to funding source

Section of File

FSI meeting information (as needed)

& 6

Sections of File

Miscellaneous notes and communication from/with/for participants

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Priority Outcomes are tracked on progress reports regularly varying from monthly to a minimum of quarterly.

Priority Outcomes:

Increased Social Capital

Unemployed & Maintained a Job

Employed & Maintained a Job 90 days

Increased Income and/or Benefits

Achieved living wage employment and/or benefits

Obtained Skills Required for Employment-Completed Essential Skills Course

Completed ABE/GED and received certificate or diploma

Completed post-secondary education program and obtained certificate or diploma

Enrolled children in before or after school programs

Obtained access to reliable transportation and/or drivers license

Obtained health care services for themselves or family member

Obtained and/or maintained affordable housing

Received tax prep assistance

Maintain a budget over 90 days

Enrolled in Matched Savings

Increased Savings

Education Related- (usually via interest groups)

Parents and other adults learn and exhibit improved parenting skills

Parents and other adults learn and exhibit improved family functioning skills

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Section D-

Housing

CAP’s Housing program provides and advocates for decent affordable housing for low-income people. CAP

manages affordable housing units for low to moderate income individuals.

Income & Eligibility for Affordable Housing Units

Income and eligibility criteria are different for each CAP housing complex. Housing program staff will assist

clients in applying for housing and will determine eligibility. CAP’s Housing program staff will ensure that all

relevant guidelines and requirements are met depending on which housing unit a client seeking to occupy.

Housing Information & Referral

CAP Housing program staff may answer questions or refer individuals to appropriate housing services. These

services are recorded in the CAPAI database with service code 4.1 - Housing Referral.

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Section E-

Community Engagement

The poverty guideline is not a consideration when non-family-specific community development activities such

as addressing the community’s lack of transportation or working to create a new community center are

undertaken to alleviate the causes and effects of poverty.

CAP hosts Bridges out of Poverty Trainings and Poverty Simulations/Cost of Poverty Experience (C.O.P.E) events

for local community members to educate attendees on the issue of poverty. Other community development

activities take place to change systems in the community to reduce poverty.