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CHANGE NOTICE FOR MANUAL
DATE: August 06, 2004
MANUAL: Work First User’s Manual
TO: County Directors of Social Services
EFFECTIVE August 9, 2004, make the following changes to the Work First User’s Manual.
I. BACKGROUND
The purpose of this change notice is to provide instructions for the implementation of the
Race, Ethnicity, and Language preference (R/E/L) changes to the Work First User’s Manual. These changes are effective on August 9, 2004. The individual Data (ID) screen in EIS can display up to five codes for Race, a new Ethnicity Code and Language
Preference.
These changes were made in order to be compliant with Federal regulation and by the
Office of Civil Rights for Race, Ethnicity and Language Preference. The United States
Government has collected statistics on Race and Ethnicity in order to study changes in
social, demographics, and health and economic characteristics of various groups in our
populations. Under the new Federal guidelines, agencies are required to allow all
individuals to select multiple race values.
The new Race/Ethnicity codes on the Affiliate Data Screen of the TANF Data Collection Report will be available when keying data for August. These codes are not valid for the July sample.
II. GENERAL INFORMATION
A. As part of the conversion, some individuals in the Common Name Database Service (CNDS) were assigned an Ethnicity code based on their Race, SSI status and all individuals on CNDS were given a default Language Preference of ‘EN’ for English. EIS requires all three fields (Race, Ethnicity, and Language Preference) have a value in the following situations:
1. Individual ID Assignment
2. Application entry (DSS-8124)
3. Review/Redetermination (DSS-8125)
B. A new screen was created to enter the R/E/L values when assigning an Individual ID number and view the R/E/L values when completing a Name Search (NS). The new screen can be displayed in three ways:
1. Function “A” is entered on the Name Search screen when assigning an Individual ID number. This screen displays automatically and prior to the ID being assigned.
2. Function “R” is entered on the Name Search screen to view the R/E/L data for an individual.
3. Press the PF9 key to display the R/E/L data for all individuals on the NS screen.
4. Other screen changes include removal of the Race Code field from the DSS-8124, DSS-8125 and Name Search (NS) and SDX Exception Processing (SE) screens.
C. Race Codes
EIS can store up to five Race Codes for each individual. The new codes are as follows:
Code |
Description |
A |
Asian |
B |
Black or African American |
I |
American Indian or Alaska Native |
P |
Native Hawaiian or Other Pacific Islander |
U |
Unreported |
W |
White |
D. Ethnicity Codes
The two categories for Ethnicity are:
1. Hispanic/Latino
2. Not Hispanic/Latino
Due to additional requirements of the Divisions within the Department of Health
and Human Services, EIS/CNDS collects the following codes for Ethnicity.
Code |
Description |
C |
Hispanic Cuban |
H |
Hispanic Other |
M |
Hispanic Mexican American |
N |
Not Hispanic/ Latino |
P |
Hispanic Puerto Rican |
U |
Unreported |
E. Language Preference Codes
The following Language Preference values are based on a combination of the most recent NC Census data.
CODE |
VALUE |
CODE |
VALUE |
CODE |
Value |
AR |
Arabic |
HM |
Hmong |
PE |
Persian |
CA |
Cambodian |
HU |
Hungarian |
PG |
Portuguese |
CH |
Chinese |
IT |
Italian |
PO |
Polish |
EN |
English |
JA |
Japanese |
RU |
Russian |
FC |
French Creole |
KO |
Korean |
SC |
Serbo-Croatian |
FR |
French |
LA |
Laotian |
SP |
Spanish |
GE |
German |
MI |
Miao |
TA |
Tagalog |
GR |
Greek |
MK |
Mon-Khmer |
TH |
Thai |
GU |
Gujarati |
OT |
Other |
UR |
Urdu |
HI |
Hindi |
PC |
Portuguese Creole |
VI |
Vietnamese |
In addition to being displayed on the ID screen in EIS, the Language Preference code is also displayed on the Case Data (CD) screen for the casehead/payee and on the Case Profile. On the CD screen, the Language Preference code is displayed between the ID number and the telephone number. If the Language Preference is other than English “EN” it will be displayed on the Case Management Report.
III. SPECIFIC CHANGES
A. Table of Contents
WF Table of Contents is revised to add a new section WF1600, TANF Data Collection Report Instructions.
B. WF Section 300, EIS Inquiries
1. WF 301.02 A is revised to remove the Race field on EIS Application Data pending screen.
2. WF 303.01 is revised to add Language preference for casehead.
3. WF 306.01 is revised to add Ethnicity and Language fields.
C. WF Section 700 Codes
WF 700.02 is revised to remove Race code H; add new Race code/descriptions of U and P; and redefine description for codes A, B, I and W.
D. WF Section 800, DSS-8124 Screen Instructions
WF 800.02 E is revised to remove Race field from EIS form 8124 (application).
E. WF Section 1100 DSS-8125 Screen Instructions
WF 1100.01 is revised to remove the Race field on the 8125 continuation screen.
F. WF Section 1500, Medicaid Coverage Procedures
WF 1501.08 is revised to add Ethnicity and Language fields.
G. WF Section 1600, TANF Data Collection Report Instructions
WF 1600 section is added to give instructions on how to complete the TANF Data Collection Sample.
H. EP Section 500
EP Section 500, field 15 is revised to remove Race code H; add new Race code/description of U and P; and redefine description for codes A, B, I, and W.
IV. INSTRUCTIONS FOR MAINTENANCE OF THE WORK FIRST USER’S MANUAL
Remove Sections |
Remove Pages |
Insert Sections |
Insert Pages |
Table of Content |
3-4 |
Table of Content |
3-4 |
WF300 |
1-4, 8-9 |
WF300 |
1-4, 7-8 |
WF700 |
9-10 |
WF700 |
9-10 |
WF800 |
3-4 |
WF800 |
3-4 |
WF1100 |
1-2 |
WF1100 |
1-2 |
WF1500 |
12-13 |
WF1500 |
12-13 |
WF1600 |
Nothing |
WF1600 |
1-22 |
EP500 |
3-4 |
EP500 |
3-4 |
If you have any questions, please contact DSS Automation Staff at 919-733-8938.
Sincerely,
Hank Bowers, Chief
Performance Reporting/Automation Section
HB/abs
Attachments
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For questions or clarification on any of the policy contained in these manuals, please contact your local county office. |
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