Issuing Activity Referrals and Updating Activity Status

DTA staff will complete Pathways to Work activity referrals through the Pathways to Work BEACON workflow. An activity referral must be completed when a client is interested in a specific program and expects to enroll, or if a client reports that they are already enrolled or participating in an activity.

Full Engagement Workers (FEWs) will be the primary staff completing Pathways activity referrals for clients that are assigned or referred to them, with the exception of Self Sufficiency Specialists (SSSs) who will complete Pathways to Work case activities for clients in their caseload. Activity referrals must be completed following a goal setting conversation.

Activity Referral

When a client indicates they are interested in a specific program, the FEW or SSS must create a Pathways Activity referral:

  1. click the   icon to open the Activity selection page
  2. select Activity type
  3. click the   icon to open the Resource to search for the specific program in that Activity selection
  4. the selection will default to the users assigned TAO, but may be changed  to search resources in other areas
  5. if needed, make the appropriate Service Activity type drop-down selection
  6. the Respond By field will pre-fill with a due date of 10 business days, unless changed
  7. click Save
  8. Notice Preview will display the generated Pathways to Work Activity Referral
  9. the Activity Referral will Centrally print and be available in the Client Communication folder as a notice
  10. the Activity Referral will display as Pending on this page, and will be dispositioned on the Activity Status page, when enrollment is confirmed

For DTA funded and contracted providers, FEW or SSS staff must send a SECURE: email to the appropriate program contact with the client’s name, Assessed Person ID (APID) and phone number or the client’s preferred method of contact. They must also inform the client that they should expect the Provider contact them or that they may also reach out to the program directly to start the enrollment process. (See Activity Referral and Enrollment)

Note: Any email containing client information must be encrypted by typing “SECURE:” in the subject line. Emails must be encrypted following this rule when communicating with both internal DTA staff and external partners.

If a client reports to the Department that they are already enrolled in an education, training or employment activity and verification has been provided, the FEW or SSS must follow the steps above, then proceed to the Activity Status page to complete the Pathways Plan.

If a client reports to the Department that they are enrolled in an education, training or employment activity and verification has not been provided then follow steps above to create a pending Activity Referral for the activity until enrollment is confirmed then proceed to the Activity Status page to complete the enrollment.

Note: If a resource is not listed in BEACON, a request must be submitted to DTA.EmploymentServices@state.ma.us for review by the Employment and Training Unit.

Activity Status – Enrollment

Once enrollment is confirmed for a pending referral, the FEW or SSS must:

  1. go to the Activity Status page
  2. select the pending activity
  3. select Active from the dropdown selections in the Status field
  4. enter the activity Start date and the expected End date
  5. select the Base Plan tab
  6. enter the scheduled daily hours each day for that activity
  7. click the Propagate Base Plan button
  8. click Save
  9. click Next to complete the Support Services and Pathways to Work Plan pages

Activity Status – Ending an Active or Pending Activity

If a client will not enroll in an activity they have been referred to, the FEW or SSS must:

  1. go to the Activity Status page
  2. select the Activity referral being ended
  3. update the Status field by selecting Ended from the dropdown selections
  4. select the appropriate dropdown selection for Reason ended.
    1. the dates will pre-populate with today’s date
  5. click Save

If there are multiple Active activities listed, and a change is being made, a reedit on the Pathways to Work Plan page will be created to generate an updated Plan. A client who is subject to work or school rules must have a Pathways to Work Plan that both supports progress on their goals and meets their requirement. If a client is no longer engaged in any Pathways activities, the Pathways to Work Plan must be ended.

Related Topics

Activity Referral and Enrollment

Last Update:  August 9, 2023