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BC Employment and Assistance (BCEA) Application - Stage 2


Procedures

Accessing Interpretation Services: June 26, 2009

Satisfying Reasonable Work Search Requirements: October 1, 2012

Documents Required for the Eligibility Interview: February 25, 2013

Conducting a Stage 2 Eligibility Interview (in Person): October 1, 2012

Conducting a Stage 2 Eligibility Interview (by Telephone): October 1, 2012

The BCEA Application Form as a Legal Document: March 13, 2009

Aboriginal Self-Identifier: December 1, 2008

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Accessing Interpretation Services: June 26, 2009
June 26, 2009

For clients with language barriers who are unable to comprehend or communicate through written or spoken English, the ministry can provide access to contracted interpretation services by telephone and, on a case-by-case basis, in person.

[For information on how to access interpretation services, see Related Links – Individual Case Management.]

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Satisfying Reasonable Work Search Requirements: October 1, 2012
October 1, 2012

Before proceeding with the Stage 2 eligibility interview, make sure the person has satisfied the requirement to conduct a reasonable work search or has been exempted from this requirement.  Applicants assessed as having an immediate need for food, shelter or urgent medical attention can proceed directly to Stage 2 of the application process and will be assessed for hardship assistance while they complete their work search requirement. [see Related Links – Work Search and Immediate Needs – Work Search Required]  The work search must be waived at Stage 1 of the application process if the person:

  • is fleeing an abusive spouse or relative
  • has a physical or mental health condition that precludes the person from completing a search for employment
  • or any person in the family unit is a person with disabilities (PWD)
  • has reached 65 years of age, or
  • cannot legally work in Canada.

[For more information, see Related Links – Work Search – Policy – Exemptions.]

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Documents Required for the Eligibility Interview: February 25, 2013
February 25, 2013

Applicants must bring the following documents to their eligibility interview or have submitted them at the Stage 1 information gathering interview:

  • Identification

    Three pieces of ID for applicant and spouse, if applicable, including all of the following:
  • Social Insurance Number (SIN) card or documents which can verify the SINs provided by the applicants [See Related Links – Identification Requirements]
  • one valid piece of photo identification such as BC Identification card, Secure Certificate of Indian Status (SCIS) issued by Aboriginal Affairs and Northern Development Canada (AANDC), Canadian driver’s licence, BC Services Card (Photo Card),  Driver’s license and Services Card (Combined Card), passport, original citizenship papers or immigration documents, or federal confirmation of release issued by the Correctional Service of Canada (sometimes called an offender identification card)
  • one additional piece of identification such as birth certificate, credit card, BC Care Card, BC Services Card (Non-Photo Card), or one of the older versions of the Certificate of Indian Status (CIS or Status card)  issued by AANDC.  These Status cards include the Laminated Certificate of Indian Status, Certificate of Indian Status “All-in-One,” or Certificate of Indian Status “Pilot Project”

One piece of ID for each dependent child, if applicable

Note:  The SCIS card is acceptable as primary ID, while the older versions of the CIS cards are only acceptable as secondary ID. The CIS cards cannot be used as secondary ID when the SCIS is used as primary ID [For more information, see Identification Requirements – Proof of Identity.]

[see Resources for Staff – on valid Birth Certificate documentation – Vital Statistics Agency – information regarding birth certificates] [see Contacts and Resources for Staff on SCIS and CIS – AANDC – information regarding Status cards]

  • Proof of actual shelter costs or arrangements

    May include the following:
  • rent receipt, Shelter Information form (HR3037), or lease showing the applicant’s name and address, total rent, and landlord’s name and phone number
  • recent utility bills
  • home maintenance and repair receipts
  • household insurance records
  • mortgage agreement showing monthly mortgage payments
  • proof of condo/strata title fees
  • mobile home pad rental agreement
  • most recent property tax assessment
  • Records of income and assets

    May include the following:
  • recent pay records
  • 60 day bank statements for all bank accounts
  • separation agreement or divorce decree
  • student loan records
  • records of bonds, trust funds, GICs, RRSPs, and any other assets
  • vehicle registration and insurance
  • self-employment business records
  • income verification from other programs (e.g. CPP, WCB, EI)
  • Work-related documents

    May include the following:
  • pay records and Records of Employment from all employment
  • Notice of Assessment (NOA) or Income Tax return showing earning income
  • proof of application for Employment Insurance (if applicable)
  • Other
  • Completed Family Maintenance Questionnaire (HR3033) to determine if a Family Maintenance Referral is required. Check to confirm Family Maintenance Questionnaire (HR3033) has been completed.

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Conducting a Stage 2 Eligibility Interview (in Person): October 1, 2012
October 1, 2012

The following are some general points to keep in mind when conducting a Stage 2 eligibility interview:

  • Make sure applicants understand that the purpose of the Stage 2 eligibility interview is to:

    • determine if they meet (or, if applying for the Persons with Disabilities designation, will likely meet within six months) the eligibility criteria
    • explore other possible sources of income with them.
  • Conduct the eligibility interview in as private a setting as possible, if in person.
  • Make sure the applicant understands the questions being asked.  If the applicant is accompanied by an interpreter, record the name, address and phone number of the interpreter on the client’s case.

To conduct an eligibility interview in person, complete the following procedure:

  1. Update any applicable fields on application (HR0080).
  2. Manually indicate on the top of each page whether the applicant is applying for Employment and Assistance (EA) or Employment and Assistance for Persons with Disabilities (EAPWD).
  3. Ensure that the applicant and spouse read or have read to them the declaration and MSP release on the application form.  Make sure they understand what they have read.  Have them initial/sign the appropriate sections of all the pages of the application.  Ensure that the HR0080A (Application Part One) is reviewed and signed with the applicant if this has not already been completed.
  4. Print two copies of the complete application.  Give one copy to the client, scan and file the other copy.
  5. Generate and review the Family Maintenance Questionnaire (HR3033) with the client to determine if a Family Maintenance Referral is required.  Ensure that the applicant and spouse of the applicant have read and responded to the questions. Note if the applicant or spouse of the applicant have indicated a “yes” response to any of the nine questions.  When a “yes” response is indicated, the Assignment of Maintenance Rights (HR2748) must be signed by the person who has responded “yes”.  A Family Maintenance Referral is then completed.  See [Related Links – Family Maintenance Program – Procedures] and [Forms and Letters].
  6. Review the Information/Documentation checklist (HR3034) to ensure the applicant has submitted the required documents requested at Stage 1.
  7. Review the third party checks to ensure there are no outstanding issues or documentation.  If further verification is required, advise the applicant what documents are still outstanding and how it may affect their eligibility decision. 
  8. If further verification is required explain that the process may include verification of information through an additional interview, residency verification, or through other resources such as BC Online or Equifax.
  9. Ensure that every applicant at intake is aware of their reporting requirements and obligations.  Supply the applicant with the How to Complete Your “Monthly Report” Form brochure. [For Brochure See Link – Resources for Clients]
  10. If it was determined that the applicant had an immediate need in Stage 1, the applicant is then assessed for hardship assistance.  Recipients assessed as eligible for Hardship Assistance – Immediate Needs – Work Search Required will receive hardship assistance while they complete either a three- or five-week work search. [see Related Links Work Search and Hardship Assistance – Immediate Needs – Work Search Required]
  11. For all other applicants, upon approval of the application, immediately complete an Employment Plan, if applicable.  [For more information on the Employment Plan, see Related Links – Employment Plan.]

NOTE:  If taking an application outside the office (e.g., the applicant’s home or a care facility), complete a manual application form.  [see Individual Case Management – Procedures – Home Visits]

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Conducting a Stage 2 Eligibility Interview (by Telephone): October 1, 2012
October 1, 2012

To conduct an eligibility interview with an applicant over the telephone, follow this procedure:

  1. Review the Stage 1 application package.
  2. Read the Declaration to the applicant and ensure it is understood.  If there is a spouse, the spouse must read the Declaration as well prior to signing.
  3. Review the questions on the Family Maintenance Questionnaire (HR3033) with the client to determine if a Family Maintenance Referral (FMR) is required.  Any “yes” response indicates the Assignment of Maintenance Rights (HR2748) must be signed and completed.  See [Related Links – Family Maintenance Program – Procedures] and [Forms and Letters].
  4. Review the Information/Documentation checklist (HR3034) and the third party checks to ensure the applicant has submitted the required documents requested at Stage 1.
  5. If further verification is required advise the applicant what documents are still outstanding and how it may affect their eligibility decision.
  6. Advise the applicant that he or she must submit the required documentation to a trusted third party (for example, a government agent) or Employment and Assistance office who will validate the documents and authenticate the person’s identity.

    Note:  In exceptional circumstances whereby an applicant is unable to reach an EAW/ministry staff or a trusted third party, the ministry may accept witness signatures from members in the following groups:

    • other government staff; or
    • prescribed professionals (see EAPWD Regulation, Section 2(2)).
  7. If further verification is required explain that the process may include verification of information through an additional interview, residency verification, or through other resources such as BC Online or Equifax.
  8. Ensure that every applicant at intake is aware of their reporting requirements and obligations. Supply the applicant with the How to Complete Your “Monthly Report” Form brochure. [see Related Links – Resources for Clients]
  9. Fax the application and other related forms (for example, the Assignment of Maintenance Rights form, [see Forms and Letters], if applicable) and the How to Complete Your “Monthly Report” Form brochure.  [see Related Links – Resources for Clients] to the trusted third party.  The applicant will sign the application and other forms in front of the trusted third party and the third party will witness and sign the forms.  The trusted third party will then scan the signed copy of the application and related forms to the Employment and Assistance Office (EAO) and send the signed original to the EAO by mail.
  10. If it was determined that the applicant had an immediate need in Stage 1, the applicant is then assessed for hardship assistance.  Recipients assessed as eligible for Hardship Assistance – Immediate Needs – Work Search Required will receive hardship assistance while they complete either a three- or five-week work search. [see Related Links Work Search and Hardship Assistance – Immediate Needs – Work Search Required]
  11. For all other applicants, upon approval of the application, immediately complete an Employment Plan, if applicable.  [For more information on the Employment Plan, see Related Links – Employment Plan.]

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The BCEA Application Form as a Legal Document: March 13, 2009
March 13, 2009

The BCEA Application for Income Assistance (Part 1 and 2) form is a legal document, and, as such, it is important that it be completed correctly and that the applicants understand what they are signing.  The following are some key points to remember when completing the application form:

  • Applicants may not strike out or change any part of the form.  If any changes are made to the information provided by the applicant(s) and entered on the form, these changes must be initialled by the applicant(s) and the ministry staff person taking the application.
  • Ensure the correct person is signing the form.  This means that the identity of the person is established.  Make sure, as well, that the person signing the form has the legal authority to do so.  For example, if a parent has power of attorney to sign on behalf of an adult son or daughter with developmental disabilities, the parent must be the signatory. This may also apply to the Public Trustee.  Obtain a copy of the power of attorney documents for the file.
  • Make sure that the Assignment of Maintenance Rights (HR2748) form is signed if the applicant or the spouse of applicant indicates “yes” to any of the nine questions on the Family Maintenance Questionnaire (HR3033).
  • In rare situations, the EAW may be required to attend court and testify on behalf of the ministry.  For this reason, always sign using your regular signature and follow a standard and consistent procedure on all applications.
  • Make sure the date and location where the application is signed are both correct.
  • Advise the applicants that, by signing the application form, they are attesting to the accuracy of the information provided.
  • Date and sign all copies of accompanying documents provided (e.g., identification) prior to scanning and profiling.  If original documents are retained, follow the same procedure.
  • Make sure applicants understand all of the rights and responsibilities associated with receiving assistance.  For example, they must submit a monthly report (HR0081), and they must notify the ministry of any changes in circumstances that might affect their family unit’s eligibility for assistance.  At the eligibility interview applicants must be provided with the How to Complete Your “Monthly Report” Form brochure.  [For Brochure See Link –Resources for Clients]

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Aboriginal Self-Identifier: December 1, 2008
December 1, 2008

The following is the process to complete the Aboriginal Self Identifier for new applicants:

  1. Ask all applicants if they would like to complete the ASI form as it is difficult to determine by observation alone who is an Aboriginal person.
  2. If the system indicates blank data in the self-identified field, complete the ASI.

    Note:  From this point forward the Eligibility Stage 2 interview and Eligibility Review procedures are the same.
  3. Review the form verbally with the applicant and advise of the rationale for collecting this data.  Provide the applicant with the Definition and Terms for Self Identification document to review [see Resources for Clients].

    Note:  ASI scripts provide staff with suggested wording and rationale when interacting with applicants [see Resources for Staff].  Applicants may wish to take the form and decide later if they wish to complete the ASI.  Encourage applicants to contact Aboriginal groups and organizations for further information [see list of Aboriginal organizations in Resources for Clients].
  4. Ask the applicant if he or she has questions regarding the ASI form.
  5. After the applicant completes the form, ensure the applicant has signed the release on the bottom of the form.  If there is more than one adult in the family unit ensure each person signs their consent separately.  Enter the answers on the system.  Scan the signed ASI on the applicant's case.
  6. If the applicant answers “No” to “I do not agree to complete this form” then update the corresponding field on the system.  The applicant does not need to complete the form or sign it.  The applicant will be prompted to answer the question again at the Eligibility Review or the next time the applicant makes an application for assistance.
  7. If the applicant states he/she is not of Aboriginal descent then update the system.

Follow the same process above if completing the Eligibility Interview – Stage 2 on the phone.  Advise the applicant to complete and sign the form with a trusted third party (for example, a government agent).

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