PROGRAM MEMOS (PM)

• Why do we have PM’s?

• How Many?

• Each PM, it’s purpose and

summary

WHY DO WE HAVE PM’S?

PM’s create a unified structure to the federal requirements.

Are required either in the Older Americans Act (OAA) or by the U.S. Department of Labor (DOL).

HOW MANY PM’S ARE THERE?

There are four CDA PM’s for SCSEP.

CDA does not prescribe how each individual Area Agency on Aging (AAA) should run their program as each AAA and community is different.

WHAT ARE THE CDA PM’S?

PM 10-19 Durational Limits and Transition Planning

PM 11-06 Grievance and Termination Policy Changes

PM 11-20 Participant Termination Policy PM 14-15 Authorized Break in

Participation Policy

PM 10-19 DURATIONAL LIMITS AND TRANSITION

PLANNING Increases job skills by encouraging rotation

in host agency assignments. Encourages practices to assist participants

in finding unsubsidized employment. Motivates participants to focus on the end

goal of unsubsidized employment. Provides step to be taken during the final

year on the program for participants.

Grievance

Each AAA has a grievance procedure that adheres to

22 CCR § 7400-7406 Must follow AAA grievance procedures CDA and DOL will only receive a grievance to ensure

that the grievance policy was followed – no determination is made DOL will only determine Civil Rights grievances, if

elevated to its level

Termination PM 11-20 provides a more in-depth, step-by-step

process

PM 11-06GRIEVANCE AND TERMINATION POLICY CHANGES

PM 11-06GRIEVANCE AND TERMINATION POLICY CHANGES

(CONTINUED)

General Grievance Procedure First Level of Resolution

AAA coordinator receives complaint , investigates, and makes determination

AAA Informal Administrative Review AAA Director receives complaint, investigates,

and makes determination Final Grievance Resolution

Complainant can request an impartial hearing before a officer/panel

PM 11-20PARTICIPANT TERMINATION POLICY

Required under Code of Federal Regulation (CFR), Title 20, Part 641.580(d) – 20 CFR 641.580(d)

Participant voluntary separation Participant involuntary separation Prohibitions Notification requirements Voluntary Separation Procedures Involuntary Termination Procedures

PM 11-20PARTICIPANT TERMINATION POLICY (CONTINUED)

Participant Voluntary Separation Unsubsidized Employment Relocation outside of the Planning and

Service Area Retirement Health Reason Institutionalization Family reasons Incapacitation or death

PM 11-20PARTICIPANT TERMINATION POLICY (CONTINUED)

Participant Involuntary Separation caused by Participant, Project, and For Cause

Prohibitions Project may not terminate participants solely on

the basis of their age. No upper age limit allowed.

Notification Requirements Must provide a written copy of the termination and grievance

policies Must verbally review termination policy and grievance procedures

during enrollment/orientation Tip – Have the participant sign a copy for your files

Must give a 30-day notice prior to involuntary termination Include detail on the reason(s) for termination Grievance policy should be included

Participants voluntarily separating should sign and date the Exit Form If not possible to get a signature, a case note is acceptable

Tip - include in the Exit Form comment box in SPARQ)

PM 11-20PARTICIPANT TERMINATION POLICY (CONTINUED)

Code of Federal Regulation (CFR) , Tile 20, Part 641.570(d) – 20 CFR 641.570 (d)

Permits a participant to request a formal leave of absence from SCSEP

Stops the Durational Limit (DL) clock, only for the break period Two types of leave

Voluntary Leave Administrative Leave

Authorized Breaks are unpaid Must be approved or declined in advance by the local SCSEP

Coordinator

PM 14-15AUTHORIZED BREAK IN PARTICIPATION POLICY

Voluntary Leave Up to 60 days Illness, Injuries, Estate Settlement, Marriage,

Family Care, Bereavement, Hospitalization

Administrative Leave Workers’ Compensation Administrative Review

Host agency closure Administrative Investigation

PM 11-20AUTHORIZED BREAK IN PARTICIPATION POLICY

(CONTINUED)

Enter all start and end dates for Authorized Breaks into SPARQ

Include case notes in the comment box

Extensions can be granted Maximum of 90 days Letter requesting extension must be submitted

to the SCSEP State Director PM outlines what requirements should be included

PM 11-20AUTHORIZED BREAK IN PARTICIPATION POLICY

(CONTINUED)

Where to find PM’s?CDA website

http://www.aging.ca.gov/PM/

Request a copy from your SCSEP Specialist

NOTE:

Your agency’s action on PM’s are reviewed during monitoring