Personal Development Incentive: GED or High School Diploma

Administrative Standard Operating Procedure 000 v.1

 

  1. Purpose
  2. Definitions/Acronyms
  3. Criteria
  4. Process or Procedure

 

  1. Purpose
  1. To provide staff  with steps to follow when a High School Diploma (HSD) or General Educational Development (GED) transcript is received from a NCP as part of the Personal Development Incentive (PDI) Program. The PDI/GED program incentivizes NCP’s and  assists with developing current payers.

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  1. Definitions/Acronyms
  1. Not Applicable

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  1. Criteria
  1. The GED or HSD  transcript needs to show the NCP completed the GED or HSD on or after July 1, 2014.
  2. The case must be an open IV-D case with monies owed to DCSS. GED or HSD transcripts completed on or after July 1,2014 can be accepted on cases where the IV-D case is open, but the court order has not been established yet. Please note, out of state orders are okay as long as monies are owed to DCSS.
  3. The case (s) need to have a balance owed to the State, which may include arrears, clearinghouse and/or genetic testing fees. [Enter Programming or Procedures Here]

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  1. Process
  1. Step by Step process
  1. When a NCP inquires about the program, staff will enter the CAAL Narrative M7100 PDI GED/HSD PROGRAM INQUIRY documenting that they discussed the program with the NCP.
  2. NCP comes into the office to submit or faxes a copy of their HSD or GED transcript. The transcript can be dropped off or faxed to any of our offices. Transcripts are accepted instead of copies of the HSD  or GED certificate. Copies of diplomas or certificates should not be accepted as proof.
  3. NCPs can obtain their transcripts directly through the Department of Education. They will need to submit an access code request (form attached with the materials) along with a clear copy of the front and back of their current government issued picture I.D. Submission instructions are on the form. Then, they are required to call the Department of Education office at 602-258-2410, choosing option 2. They will need to indicate that they sent in the request and ID and a Client Services Specialist will assist them. They can enter their access code into their secure site and print their transcript. This service is free and their office hours are Monday through Friday, from 8:00am to 5:00pm (Arizona time).
  4. The person accepting the transcript will enter the CAAL Narrative M7104GED CERTIFICATE/HSD SENT TO IMAGING.
  5. The transcript is imaged into the imaged case file as a priority under the Official Documents Imaging Category creating a D1015 IMAGE RECORD RECD- OFFICIAL DOCUMENTS- CW Activity Code.
  6. The assigned caseworker will review the assigned D1015 Activity Code to review and verify the certificate that was submitted.
  7. To show receipt of the transcript the caseworker will enter the CAAL narrative M7103 NCP PDI GED CERTIFICATE/HSD RECEIVED.
  8. The assigned caseworker reviews the certificate to make sure the date of the certificate is on or after 7/1/14. If the caseworker has a copy of the transcript, they will go through the online verification process through the Department of Education. The verification can be completed at: http://hse123.org and is free. Compare the status box on the Transcript with the web record. If they both say “Passed,” then the record is valid. If the website says Not passed, Incomplete or lists lower scores than the transcript, the transcript is not valid.
  9. The NCP should be given the opportunity to obtain their transcript on their own, however if they’re unable to obtain the transcript the caseworker will need to fill out a form (form and instructions attached) requesting the transcript through the Department of Education. There is a fee associated with DCSS requesting the transcript so the Administrative Check procedures will need to be followed for these situations.
  10. Once reviewed, the caseworker puts in a CAAL narrative showing the outcome of the review. If the transcript is deemed valid and the case has state owed arrears and/or Clearinghouse or Genetic Testing fees, the caseworker will enter the Activity Code M7105 NCP PDI (GED/HSD) APPROVED.
  11. If the transcript is not valid, the transcript was completed prior to 7/1/14, the case doesn’t have qualifying arrears or fees, or there is no open IVD case the caseworker will enter the Activity Code M7106 NCP PDI (GED/HSD) DECLINED. The caseworker will need to document in the CAAL narrative why the PDI was declined. A CAAL narrative will not be entered for cases declined because there is no open IV-D case. The caseworker will also call the NCP to let them know why the transcript wasn’t approved. Then the caseworker would follow-up the call with a letter generated from Eloquence (FCSE0001F0670). If there is no open IV-D case, a letter will need to be generated manually through Word instead of through Eloquence.
  12. Once approved, a work list is created, M7105 PDI GED/HSD Debt Work Needed. The Debt Team will use this worklist to begin debt work.
  13. The assigned Debt worker will prepare the State’s Waiver of Arrears. The State’s Waiver of Arrears can be found on Eloquence. .
  14. The Debt worker will begin review of the case and has 20 business days to complete the review. Once the debt work has been completed and the debts have been adjusted to reflect the State’s Waiver of Arrears for the PDI program, the debt worker will enter the CAAL Narrative M7107 NCP GED/HSD CREDIT APPLIED and document the debt work that was completed in the narrative.
  15. Once the Debt work has been completed, the Debt worker will send over the State’s Waiver of  Arrears to the AGs to be filed. When referred to the AGs, the CAAL narrative M7108 REFERRAL TO AGO TO FILE GED/HSD PDI WAIVER is created. This CAAL narrative generates the worklist M7108 VERIFY GED/HSD PDI WAIVER FILED with a 20-calendar day timeline. The M7108 worklist is removed once the waiver has been filed.
  16. The Debt Worker will also send a letter to the NCP and CP informing both parties  the credit was applied. Separate letters for the CP and NCP are both found on Eloquence (Approval letter to NCP: FCSE0001F0669 and Letter to CP: FCSE0001F0671).
  17. The following CAAL narratives should be used for any phone calls related to the GED PDI Program: M7101 CALL RECEIVED RE: PDI GED/HSD PROGRAM AND M7102 RETURN CALL RE: PDI GED/HSD PROGRAM.
  18. All staff touching the case will document in detail what is happening with the case so that it will be easy in the future to see why any state assigned arrears or fees were removed from the case.

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SOP Revision Date: 07/01/2014
SOP Review Date:

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