11.3.4  When to Verify Good Cause With Written Verification

11.3.4.1 Pattern of Absences Definition

A FEP must request written verification of good cause before accepting a good cause reason for a participant’s absence from required activities if both of the following apply:

  1. A pattern of absences exists; and

  2. The FEP does not believe that a reasonable explanation has been given for the absences or the FEP believes that the participant is misusing the good cause policy.

See 11.3.4.1 for a definition of pattern of absences.

A FEP must not request written verification of good cause when:

  1. A pattern of absences does not exist; or

  2. A pattern of absences exists and the FEP believes there is a reasonable explanation given for the absences, or the FEP does not believe that the participant is misusing the good cause policy.

 

11.3.4.1 Pattern of Absences Definition

A “pattern of absences” is defined as absences that:

An absence means being absent from any one activity.

For example, if a participant is assigned to work experience and adult basic education on the same day and misses just one of those activities, this is considered an absence.

However, when absences are for the same reason, (e.g., car accident, child has flu, etc.), this may be considered a reasonable explanation and no written verification is required.

If good cause is accepted for any of the absences, the good cause absences may still be considered as part of a pattern.

The FEP must determine whether there is a reasonable explanation on a case-by-case basis using their knowledge, experience, and familiarity with the case and must document the decision-making factors in PIN comments.

 

EXAMPLE 1: Iris missed three consecutive working days of her assigned activities and calls in on the fourth day to explain that her children have had a bad flu. Although the absences constitute a pattern, her FEP has no reason to believe that Iris is misusing the good cause policy. In this scenario, the FEP would not require written documentation of good cause for the missed activities.

 

EXAMPLE 2: Allie missed five working days in a rolling 30-day period due to school appointments. She brought in written verification for two of the five days indicating that her child is undergoing an evaluation for a possible learning disorder. Allie calls to explain that she will miss the next two days for jury duty. Because Allie missed five days, even with the two days she was granted good cause, this constitutes a pattern. Allie’s FEP has reason to believe that Allie may be misusing the good cause policy due to her history of absences. In this case, her FEP may require written documentation verifying good cause.

 

EXAMPLE 3: Joey misses two consecutive days of activities because of an illness. These are the first two absences Joey has had in several months. Because this does not constitute a pattern, the FEP may not require written documentation verifying good cause.

 

 

History: Release 24-07; Release 21-07; Release 20-03; Release 11-06; Release 11-04.