Local Operating Procedures. WIA Youth

Transcription

1 Local Operating Procedures WIA Youth

2 WIA Youth Income Calculation Policy... 3 Income Calculations Methods Instructions... 7 ONET Youth... 9 Participation File Format OSY Program Flow WIA Comprehensive Objective Assessment WIA Youth 5% Window WIA Youth Bus Card Distribution WIA Youth Family Size of One WIA Youth Follow up WIA Youth Green Jobs WIA Youth Incentives WIA Youth Individual Employment Plan WIA Youth ITA & Training Requests WIA Youth Literacy and Numeracy WIA Youth Master Tracking WIA Youth Participant Agreement WIA Youth Prepaid Visa Cards WIA Youth Quality Assurance Reviews WIA Youth Selective Service Registration WIA Youth Sixth Barrier WIA Youth Support Services WIA Youth Transportation WIA Youth Credential Certificate Attainment WIA Youth Eligibility Requirements WIA Youth Employment Verification WIA Youth OSY TABE Results Minimum Score WIA Youth TABE Testing Guidelines WIA Youth Barriers... 80

3 Tampa Bay Workforce Alliance Standard Operating Procedure (SOP) SOP Number: Subject: INCOME ELIGIBILITY Date of Issuance: 7/1/2010 Revision Date: 6/22/2011 Effective Date: 7/1/2010 Reference: Project Director Signature: STANDARD OPERATING PROCEDURES I. TOPIC: Income Eligibility/Economically Disadvantaged II. PURPOSE: To ensure that youth participants meet WIA income eligibility requirements. III. INTERNAL PROCEDURES Under WIA, the term economically disadvantaged means an individual who meets one or more of the following criteria: A. Receives, or is a member of a family which receives, cash welfare payments under a Federal, State, or local welfare program B. Has received, or is a member of a family which has received, a total family income for the 26 week (approx. 6 months) period prior to application for the program involved compensation, child support payments, and welfare payments) which, in relation to family size, was not in excess of the higher of: The official poverty line Page 3

4 70 percent of the lower living standard income level C. Is receiving (or has been determined eligible to receive within the 26 week (6 month period) prior to the application for the program) food stamps pursuant to the Food Stamp Act of 1977 D. Qualifies as a homeless individual under subsections (a) and (c) of Section 103 of the Stewart B. McKinney Homeless Assistance Act (see definition of Homeless Individual) E. Is a foster child on behalf of whom State or local government payments are made or F. Is an individual with a documented physical, mental, or emotional disability whose own income meets the requirements of (1) or (2) above, but who is a member of a family whose income does not meet such requirements. (family income must first be determined) G. Income will actually be calculated on the Income Worksheet using either the Straight Pay or Salary Method, Average Pay Method, Year to Date Method or Intermittent Work Method as instructed on the Income Calculations/Methods Instructions. Income Calculations Methods/ Instructions The examples are illustrative only and career managers should obtain as many pay stubs as possible. Be sure to write out your figures and calculations so that they can be verified by others reviewing the file. Straight Pay or Salary Method Under the Straight Pay Method, the participant supplies a sample of pay stubs covering the most recent six months of family income. Upon reviewing the pay stubs, the Career Manager determines that the wage information on the pay stubs is the same. There is no variation in the wages for any of the pay stubs submitted for the income verification. The Career Manager will calculate the income based upon the wages indicated on one of the pay stubs, since there are no variations in the gross income on the pay stubs. Based upon the length of the pay period represented by the pay stubs, (usually weekly, bi-weekly or monthly) the gross income is multiplied by the number of pay periods in a year. That is, 52 x gross wages, 26 x gross Page 4

5 wages, or 12 x gross wages respectively. The result will be the annualized income used to determine eligibility. Example: Five pay stubs are provided indicating gross wages of $ each. The pay stubs are sporadic and cover a period of three months. The pay frequency is biweekly. An Career Manager would multiply the gross wages indicated on the pay stub by the frequency occurrence. 26 x $548 = $14,248 Average Pay Method Under the Average Pay Method, a sample of six pay stubs are submitted which show variations in the gross earnings. The variations may result from overtime, lost time or work for different employers. In calculating the annualized income, the Career Manager must determine the average gross earnings based upon the number of pay stubs provided. To determine the average gross earnings, the Career Manager must total the gross earnings of all the pay stubs provided and divide the result by the number of pay stubs. The result will be the average gross earnings per pay period. After determining average gross earnings, the Career Manager will then determine the pay frequency and multiply the gross average earnings by the number of pay periods in a year. Example: Participant provides Career Manager with six pay stubs with gross earnings of: $534.00, $475.00, $398.00, $534.00, $498.00, and $ The pay frequency is weekly. The Career Manager should do the following: Add $534 + $475 + $398 +$534 + $498 + $534 = $2, Divide $2,973/6 = $ = average gross earnings Multiply $ x 52 = $25,766 annualized gross income Year-to-Date Method Under the Year-to-Date Method of calculating annualized gross income, the participant provides recent pay stubs with cumulative year-to-date gross earnings indicated on the pay stub. The cumulative year-to-date gross earnings indicate the gross earnings up to the date of the pay period ending date on the pay stub. To compute the annualized income, the Career Manager counts the number of pays that have occurred since January 1, and divides that number into the gross year-to-date earnings indicated on the pay stub. (After this computation, the steps are the same as for the average pay method.) The result of this computation (average gross income per pay period) is then multiplied by the number of pay periods in a year to determine the annualized gross earnings. Example: Participant provides the Career Manager with a recent pay stub whose gross year-to-date earnings is $13,756. The pay period ended September 30, The pay frequency is bi-weekly. Upon counting the number of pays that have Page 5

6 occurred since January 1, 1992, the Career Manager has determined that the participant has been paid 19 times. Calculation of the gross annualized income would be done as follows: Divide $13,756 by 19 bi-weekly pays = $ Multiply $ by 26 = $18,824 (based upon bi-weekly pay frequency 26 pays per year) or Divide $13,756 by 38 weekly pays = $ Multiply $ by 52 = $18,824 (based upon weekly pay frequency 52 pays per year) Intermittent Work Method When an applicant has not had steady work with one or more employers, he/she should supply as many pay stubs as possible and complete an Applicant Statement explaining all missing pay stubs and non-work periods during the last six months. In such cases, the Career Manager should total all wages for the sixmonth period and multiply the result by two to annualize the wage income. If the applicant reports little or no includable income, as shown above, he/she should indicate other resources relied upon for life support during the last six months on the Applicant Statement. Such resources may include such things as unpaid debts, gifts, loans, unemployment compensation, etc. Page 6

7 Income Calculations Methods/ Instructions The examples are illustrative only and career managers should obtain as many pay stubs as possible. Be sure to write out your figures and calculations so that they can be verified by others reviewing the file. Straight Pay or Salary Method Under the Straight Pay Method, the participant supplies a sample of pay stubs covering the most recent six months of family income. Upon reviewing the pay stubs, the Career Manager determines that the wage information on the pay stubs is the same. There is no variation in the wages for any of the pay stubs submitted for the income verification. The Career Manager will calculate the income based upon the wages indicated on one of the pay stubs, since there are no variations in the gross income on the pay stubs. Based upon the length of the pay period represented by the pay stubs, (usually weekly, bi-weekly or monthly) the gross income is multiplied by the number of pay periods in a year. That is, 52 x gross wages, 26 x gross wages, or 12 x gross wages respectively. The result will be the annualized income used to determine eligibility. Example: Five pay stubs are provided indicating gross wages of $ each. The pay stubs are sporadic and cover a period of three months. The pay frequency is bi-weekly. An Career Manager would multiply the gross wages indicated on the pay stub by the frequency occurrence. 26 x $548 = $14,248 Average Pay Method Under the Average Pay Method, a sample of six pay stubs are submitted which show variations in the gross earnings. The variations may result from overtime, lost time or work for different employers. In calculating the annualized income, the Career Manager must determine the average gross earnings based upon the number of pay stubs provided. To determine the average gross earnings, the Career Manager must total the gross earnings of all the pay stubs provided and divide the result by the number of pay stubs. The result will be the average gross earnings per pay period. After determining average gross earnings, the Career Manager will then determine the pay frequency and multiply the gross average earnings by the number of pay periods in a year. Example: Participant provides Career Manager with six pay stubs with gross earnings of: $534.00, $475.00, $398.00, $534.00, $498.00, and $ The pay frequency is weekly. The Career Manager should do the following: Add $534 + $475 + $398 +$534 + $498 + $534 = $2, Divide $2,973/6 = $ = average gross earnings Multiply $ x 52 = $25,766 annualized gross income Year-to-Date Method Under the Year-to-Date Method of calculating annualized gross income, the participant provides recent pay stubs with cumulative year-todate gross earnings indicated on the pay stub. The cumulative year-to-date gross earnings indicate the gross earnings up to the date of the pay period ending date on the pay stub. To compute the annualized income, the Career Manager counts the number of pays that have occurred since January 1, and divides that number into the gross year-to-date earnings indicated on the pay stub. (After this computation, the steps are the same as for the average pay method.) The result of this computation (average gross income per pay period) is then multiplied by the number of pay periods in a year to determine the annualized gross earnings. Example: Participant provides the Career Manager with a recent pay stub whose gross year-to-date earnings is $13,756. The pay period ended September 30, The pay frequency is bi-weekly. Upon counting the number of pays that have occurred since January 1, 1992, the Career Manager has determined that the participant has been paid 19 times. Calculation of the gross annualized income would be done as follows: Divide $13,756 by 19 bi-weekly pays = $ Multiply $ by 26 = $18,824 (based upon bi-weekly pay frequency 26 pays per year) or Divide $13,756 by 38 weekly pays = $ Multiply $ by 52 = $18,824 (based upon weekly pay frequency 52 pays per year) Intermittent Work Method When an applicant has not had steady work with one or more employers, he/she should supply as many pay stubs as possible and complete an Applicant Statement explaining all missing pay stubs and non-work periods during the last six months. In such cases, the Career Manager should total all wages for the six-month period and multiply the result by two to annualize the wage income. Page 7

8 If the applicant reports little or no includable income, as shown above, he/she should indicate other resources relied upon for life support during the last six months on the Applicant Statement. Such resources may include such things as unpaid debts, gifts, loans, unemployment compensation, etc. Page 8

9 Tampa Bay Workforce Alliance Standard Operating Procedure (SOP) SOP Number: Subject: ONET Date of Issuance: 7/1/2010 Revision Date: 6/22/2011 Effective Date: 7/1/2010 Reference: Project Director Signature: ONET STANDARD OPERATING PROCEDURES I. TOPIC: ONET II. PURPOSE: The following outlines the acceptable forms of documentation for WIA youth eligibility. III. INTERNAL PROCEDURES The ONET measures interests and factors seen as important in the workplace. All youth program participants will take the ONET during the course of the program. ONET will be administered during the at registration into Employ Florida or during Project CEO class. The ONET will be administered by the career specialist. Completion of ONET will be documented in case notes. IV. EXTERNAL PROCEDURES: Upon completion, a copy of the ONET will be made and placed in the participant s permanent file. Page 9

10 PARTICIPANT FILE FORMAT Overview In order to ensure consistency among career specialist, a standard participant file format is required. Standardizing the format also helps to easily identify missing documents and helps to ensure that auditors (internal or external) are able to find required documents and support information with ease. 6 part files will be used. File Layout File Exterior: The file s exterior tab will contain the participant s name, last name first (for filing purposes) and YY/OY and ISY/OSY. TAB 1 labeled Eligibility: Top page is the WIA Youth Eligibility Checklist. Documents will be in the order as listed on the checklist. Checklist will be completed, signed and dated by the career specialist. TAB 2 labeled Assessment: includes intermittent and post TABE, career assessments, case notes, report cards, progress reports, GED tests, literacy/numeracy records. TAB 3 labeled Goals: print out of goals set from EFM, documents showing progression toward goal, document that validates attainment of goals. TAB 4 labeled Activities CEO certificates, credentials, diplomas, timesheets, resumes, cover letters, enrollments into OST, applications, thank you letters. Printout from EFM activities created and documents validating success/unsuccessful completion. TAB 5 labeled Outcomes/Follow Up: Termination letter, Closure printout. Documents validating outcome, employment and post secondary education verifications TAB 6 labeled Financial: Vouchers, RescareWORCS printouts, paycard information, financial documents, receipts, incentives. Page 10

11 Tampa Bay Workforce Alliance Out of School Program Page 11

12 Path To the Financial Independence Unemployed Job Seeker $$$ Assessment Training Placement Retention Employed Person $$$ Page 12

13 Services We Offer Assessment Training Placement & Retention Services & Case Management Page 13

14 Y-5 Process Model 1 Job Seeker World 3 Match 4 Placement 5 Retention 2 Employer World Page 14

15 Y-5 Process Model 2 nd level 1 Job Seeker World detail Jobseeker Assessment & Plan Not Work Ready Work Ready 3 Match 2 Employer World 4 Placement Employer Assessment & Detailed Job Order 5 Retention Page 15

16 Not Work Ready JobSeeker Page 16

17 Enrollment Process Attends Orientation Initial Assessment Suitability/ Eligibility Enrolled in Program Referred to CBO Page 17

18 Assessment & Planning in the Job Seekers Language Corporate Standard Tell my story Tests What I want What s available Jobseeke r Owns the Plan How I ll get what I want Page 18

19 Assessment Process Assessment Interview Career Scope Casey Life Skills Review TABE JS Assessment Summary Aptitudes, Interests, and Experiences LMI Tampa Employ Florida O-NET Jobseeke r Owns the Plan Individual Employment Plan Page 19

20 Work Readiness Process: Services & Case Management IEP Work Readiness Training CEO Training (2 weeks) GED training Credential Training Work Experience/OJT Adult Mentoring Work Readiness Checklist Select Career Path Page 20

21 Path Selection Process Select Career Path (Match) 1. GED Attainment 2. Enter Post Secondary 3. Advanced Credential 4. Enter Military 5. Enter Employment Begin Career (positive exit - placement) NOTE: IF Employment Path, a Referral , with attachments, must be sent to the WIA Placement Specialist. Page 21

22 Follow-Up Process Begin Career 12 Month Follow- Up Retention Self- Sufficiency Page 22

23 Y-5 Process Model 2 nd level detail 1 Job Seeker World Jobseeker Assessment & Plan Not Work Ready Work Ready 3 Match 2 Employer World 4 Placement Employer Assessment & Detailed Job Order 5 Retention Page 23

24 Unemployed Job Seeker Path To the Financial Independence $$$ Assessment Training Placement Retention Employed Person $$$ Page 24

25 Tampa Bay Workforce Alliance Standard Operating Procedure (SOP) SOP Number: WIAY Subject: Comprehensive Objective Assessment Date of Issuance: 7/1/2010 Revision Date: 6/22/2011 Effective Date: 7/1/2010 Project Director Signature: Reference PURPOSE This policy outlines procedures for assessment of skills and education for customers of Tampa Bay WorkForce Alliance. PROCEDURE Assessment involves gathering information, appraising and analyzing it, and using it to assist customers. Assessment identifies skills strengths and deficiencies and attitudes relating to vocational training, basic education, and employment. It may be used for career discovery and specific job applications. It forms the basis for services by measuring academic development, workplace skills, interests, job seeking and retention skills, financial situation, work readiness, employment and family barriers, and ability to learn and to do work tasks. Assessment relates to achievement of customer goals. Specifically: Adequate basic education skills and work experience for the choice of services or jobs Required occupational tasks and skills customers must develop to achieve their goals Page 25

26 Realistic job seeking skills and the work maturity to achieve and retain employment/self-sufficiency Sources of additional support needed for success An objective assessment of skill levels and service needs of each participant is to be completed. This assessment shall include an examination of basic skills, occupational skills, educational background, prior work experience, employability, interests, aptitudes, attitudes towards work, motivation, behavioral patterns affecting employment potential, and family situation. The assessment shall also include an evaluation of the participant s barriers to employment including financial resources and supportive service needs. The objective assessment is to be a client-centered, diagnostic approach to evaluate the needs of participants. It should include a full array of options including structured interviews, career guidance instruments, basic skills tests, and behavioral observations. The objective assessment shall include, as appropriate, assisting the participant to establish eligibility for PELL Grants, student loans and other forms of financial aid. This examination of the capabilities, vocational potential, barriers to employment, and supportive service needs of a participant is to be used to develop a realistic employment plan and a service strategy. The objective assessment is an ongoing process and should not be viewed as a one-time event. The objective assessment is to be revised regularly when additional needs are identified or goals achieved. Page 26

27 Tampa Bay Workforce Alliance Standard Operating Procedure (SOP) SOP Number: WIAY Subject: 5% Window Date of Issuance: 7/1/2010 Revision Date: 6/22/2011 Effective Date: 7/1/2010 Project Director Signature: Reference OBJECTIVE It is the policy of Tampa Bay WorkForce Alliance (TBWA) to provide Youth Career Managers with the policies and procedures regarding required eligibility documentation that is necessary to capture accurate data to maintain the integrity of data entered in EmployFlorida. This policy sets forth the requirements for eligibility determination, documentation and verification for participation in WIA funded youth programs for youth participants who do not meet the WIA low-income criteria. BACKGROUND The Workforce Investment Act requires that at least 95% of youth served in the WIA youth program must be economically disadvantaged. WIA eligibility criterion describes that 5% of youth participants, (excluding disabled youth) that do not meet the lowincome eligibility requirements, can be WIA eligible. This process is commonly known as the 5% window. All WIA eligible youth between the ages of must be registered and determined eligible in order to participate in youth program activities. Registration requires the collection of information to support the determination of eligibility. The determination of youth eligibility must be correct/valid and adequately documented. All documentation should be placed in the youth case files (hard copy or electronic). These additional requirements must be documented in the youth s Individual Service Strategy (ISS). PROCEDURE Page 27

28 Eligibility determination for youth programs identifies youth participants who are in most need of services. Up to five percent of youth participants served by WIA youth programs may be individuals who do not meet the income criteria for eligible youth. The eligibility barriers for eligible youth are not the same as the eligibility barriers for the five percent of youth participants who do not have to meet income eligibility requirements. Both lists of eligibility barriers include school dropouts, homeless or runaway, pregnant or parenting, and offender, but each individual list contains additional barriers that are not included on the other list. Eligibility is determined at registration and does not change throughout the participant s enrollment. Eligibility Criteria/Requirements Youth must meet certain required WIA youth eligibility criteria in order to receive WIA funded services. Individuals who apply to participate in the WIA youth programs shall meet the following criteria as described in Section 101 (13) in the Act: Is age 14 through 21 at time of registration. A citizen or national of the United States, lawfully admitted permanent resident alien, refugee, asylee, parolee or other immigrant authorized by the Immigration and Naturalization Service/Attorney General to work in the United States. Is in compliance with the Selective Service Act. A resident of Hillsborough County Florida. A non-low income individual, with one or more of the characteristics listed below. The number of non-low income youth cannot exceed 5% of all registered youth in Region 15. Five Percent (5%) Window Up to five percent of youth participants served by WIA youth programs may be individuals who do not meet the required low-income criteria to be considered eligible youth, whether they are in-school or out-of-school, provided that the youth meet one of more of the following categories: Individuals who are basic skills deficient Individuals who are school dropouts Individuals with educational attainment that is one or more grade levels below the grade level appropriate to the age of the individual Individuals who are homeless Individuals who are runaways Individuals who are pregnant or parenting Individuals (including youth with disabilities) who require additional assistance to complete an educational program or secure and hold employment Individuals with disabilities, including learning disabilities Individuals who are offenders Page 28

29 Other eligible youth who face serious barriers to employment Note: TBWA Youth Supervisor must approve all 5% window exemptions for those youth served under WIA who do not meet the low-income criteria requirement. Acceptable Documentation All youth participants must be registered in order to collect information to support a determination of eligibility. All information required by federal, state and local reporting requirements must be collected for each youth participants, including documentation of each eligibility requirement for the types of services the individual has received. Youth Service Career Managers are responsible for gathering and reviewing eligibility documents and making the initial eligibility determination during the eligibility interview. The youth career manager should provide assistance and guidance to the youth with the submission of all necessary eligibility documents. The attached Matrix provides a list of data sources acceptable at both the federal and state level for eligibility documentation for youth service delivery: WIA ELIGIBILITY DOCUMENTATION GUIDE For 5% WINDOW Eligibility Item Foster Care Child Individuals with Disabilities Eligibility Documentation Sources Court Representative/Contact Court Documentation Medical Card/Records Verification of Payments made on behalf of the child Written Statement from State/Local Agency Physician s Statement Medical Records Letter from Drug or Alcohol Rehabilitation Agency Psychiatrist s Diagnosis Psychologist s Diagnosis Rehabilitation Evaluation School Records Youth-Low Income Documentation Sources Documentation sources are applicable to all youth Documentation sources are applicable to all youth Youth-Not Low Income Documentation Sources Documentation sources are applicable to all youth Documentation sources are applicable to all youth Page 29

30 Basic Skills Deficient (8.9 Grade Level or Less) One or More Grades Behind Pregnant or Parenting Sheltered Workshop Certification Social Security Administration Disability Records Social Service Records/Referral Veterans Administration Letter/Records Vocational Rehabilitation Letter Workers Compensation Records Assessed by a Generally Accepted Standardized Testing Instrument School Records School Record Report Card Child s Birth Certificate Hospital Record of Birth Medical Card Physician s note confirming pregnancy Referrals from official agencies School program for pregnant teens School Records Written statement from social services agency Baptismal Record Applicant statement Offender Documents from Juvenile/Criminal Justice System Court Documents Halfway House Resident Letter of Parole Letter from Probation Officer Police Records Telephone Verification with Juvenile Justice Officer Juvenile Justice System Case File Notes HCSO Florida Dept of corrections Documentation sources are applicable to all youth Documentation sources are applicable to all youth Documentation sources are applicable to all youth Documentation sources are applicable to all youth Documentation sources are applicable to all youth Documentation sources are applicable to all youth Documentation sources are applicable to all youth Documentation sources are applicable to all youth Page 30

31 website Homeless or Run-away Youth School Dropout In-School Youth Out-of- School Youth One or more Grades Behind/Belo w Grade Level Faces Serious Barriers to Employment Written Statement from an Individual Providing Temporary Residence Written Statement from a Shelter Written Statement from Social Service Agency Applicant statement Dropout Letter/Documentation from School School Attendance Records School Attendance Records Letter/Documentation from School Applicant statement Dropout Letter/Documentation from School School Attendance Records Applicant statement School Record Report Card Assessed by a Generally Accepted Standardized Testing Instrument Region s list of acceptable documentation Documentation sources are applicable to all youth Documentation sources are applicable to all youth Documentation sources are applicable to all youth Documentation sources are applicable to all youth Documentation sources are applicable to all youth Documentation sources are applicable to all youth Documentation sources are applicable to all youth Documentation sources are applicable to all youth Documentation sources are applicable to all youth Documentation sources are applicable to all youth Documentation sources are applicable to all youth Documentation sources are applicable to all youth Page 31

32 Tampa Bay Workforce Alliance Standard Operating Procedure (SOP) \ SOP Number: Subject: Bus Card Distribution Date of Issuance: 7/1/2010 Revision Date: 6/22/11 Effective Date: 7/1/2010 Project Director Signature: Reference PURPOSE To provide a method of monitoring and issuing bus cards to participants in the WIA Youth program. PROCEDURE A distinct separation of duties must exist regarding the acquisition, safekeeping and accounting of bus cards. Tampa Bay Workforce Alliance (TBWA) will utilize a twotiered approach: Tier I Supervisor The Supervisor is responsible for requesting, signing and verifying the denomination and amount of bus cards received from the issuing authority. The Supervisor will sign and date the Bus Card Log, listing the bus card number and denomination of individual cards indicating receipt of the bus cards. Once received, the Supervisor is responsible for securing the bus cards in a location that is double-locked with limited access. The Supervisor will identify each packet of bus cards and ensure that the Bus Card Log is created for each packet of bus cards. The Supervisor will designate a representative to be responsible for issuing the bus cards in the office. This representative can be a Case Manager that validates and issues the bus cards to eligible youth. Page 32

33 The Supervisor, or the designated representative, will be responsible for accounting for the bus cards daily and safeguarding the bus cards and logs overnight by utilizing the Daily Reconciliation Tab and Bus Log Tab on the spreadsheet. Once all packets of bus cards have been issued, the Supervisor will verify that the cards are reconciled, and deliver documentation to the Operations Manager prior to requesting another issuance of bus cards. Tier II Case Manager Issuing Bus Cards The Case Manager issuing bus cards will collect the bus card request vouchers and proof of hours worked from the Case Manager, record the bus cards on the bus log spreadsheet and ensure case manager signatures are complete indicating receipt of the cards to be issued to the participant. This representative is required to count the bus cards each morning and prior to returning the unused cards with the reconciliation spreadsheet to the Supervisor each afternoon. While the representative has bus cards in their possession, the cards must be double-locked inside a locking bank bag and inside a locked filing cabinet or safe. All bus cards and reconciliation spreadsheets must be reconciled at the end of each day including signature of the representative and Supervisor, collected by the Supervisor and stored in the secure location overnight. This will be documented on the Daily Reconciliation tab of the Bus Card Log. The Daily Reconciliation tab and the Bus Card Log tab will need to be printed out each day to record the bus cards distributed and the bus cards remaining. Case Manager The Case Manager will ensure that youth is participating in an activity that warrants a bus card and the office use only information is completed to indicate the quantity and dollar amount of bus cards needed for that customer. The Case Manager will add a case not into Employ Florida that indicates the dollar amount of bus card to be provided to the participant and the purpose for issuing the card. The Case Manager will ensure that the participant signs the Bus Card Log indicating receipt of bus cards and will ensure that the issuance is recorded in EFM Support Services. Only one bus card per month will be issued per youth unless there is an unusual circumstance and with supervisor approval. Page 33

34 Tampa Bay Workforce Alliance Standard Operating Procedure (SOP) \ SOP Number: Subject: Family Size of One Date of Issuance: 7/1/2010 Revision Date: 6/22/2011 Effective Date: 7/1/2010 Project Director Signature: Reference PURPOSE To define family under WIA guidelines. PROCEDURE As defined in WIA, a family means two or more persons related by blood, marriage, or decree of court, who are living in a single residence, and are included in one or more of the following categories: A husband, wife, and dependent children A parent or guardian and dependent children A husband and wife The phrase living in a single residence with other family members includes temporary, voluntary residence elsewhere (e.g. attending school or college, or visiting relatives). It does not include involuntary temporary residence elsewhere (e.g. incarceration or placement as a result of a court order). If a youth is in a living arrangement that is outside of the above WIA definition of Family, legal documentation must be in the file. Example: A youth is living with his sister or his grandmother. His parents are incarcerated or live elsewhere. Unless the person with whom he is living with has legal guardianship, the youth will be considered a family of one. Page 34

35 Tampa Bay Workforce Alliance Standard Operating Procedure (SOP) SOP Number: WIAY Subject: Follow-Up Date of Issuance: 7/1/2010 Revision Date: 6/22/2011 Effective Date: 7/1/2010 Project Director Signature: Reference PURPOSE Follow-up services must be made available to all WIA youth for a minimum duration of twelve months after exit. The types of services provided and the duration of services must be determined based on the needs of the individual. The goal of follow-up services for youth is to enable participants to continue lifelong learning and achieve a level of self sufficiency to ensure job retention, wage gains, and career progress. In order to attain desired follow-up services, service providers need to go beyond phone calls and other periodic contacts. It may be beneficial to follow-up with both customers and their employers. PROCEDURE The emphasis of follow-up services is job retention and advancement, lifelong learning and self-sufficiency. Program providers must conduct follow-up frequently enough to address any issues the participant is currently facing. Follow-up is critical to ensure successful, long-term employment. The follow-up provided must be based upon individual participant s needs. All participants must receive follow-up services for a minimum duration of 12 months after exit. Followup services are recorded in EmployFlorida on the follow-up screens. Follow-up agreements should be signed and mutually agreed upon by both the youth provider and program participant. Follow-up services should be discussed during eligibility and participation. Program participants must agree to participate in follow-up services. Page 35

36 Participants in the following categories, either at the time of exit or during the first three quarters following exit, will be excluded from performance. Exclusions must be recorded in EmployFlorida, and backup documentation must be in the file. Institutionalized Health/medical or Family Care Deceased Reservist Called to Active Duty Relocated to Mandated Residential Program Follow-up Service Process for Successful Outcomes: Develop a written exit strategy based on the participant s individual needs before he/she exits the program Follow-up agreement signed and a copy given to participant Build in follow up into the service strategy from the very beginning Maintain regular contact with participant If the participant cannot be located, utilize follow-up contacts listed in the participant s file, UI database search(s), and/or school/employer contact. If a participant refuses follow-up services, the youth provider is required to continue offering follow-up services for the 12-month duration. The refusal of services must be documented in case notes and follow-up screens. Page 36

37 Tampa Bay Workforce Alliance Standard Operating Procedure (SOP) \ SOP Number: Subject: Green Jobs Date of Issuance: 7/1/2010 Revision Date: 6/22/2011 Effective Date: 7/1/2010 Project Director Signature: Reference PURPOSE To establish a Standard Operating Procedure (SOP) for delivering a Green Literacy Training Curriculum to individuals participating in the Workforce Investment Act (WIA) youth program. BACKGROUND The WIA youth participants will have an opportunity to learn about green jobs by participating in the green literacy program. The program will enhance their skills as citizens and their understanding of what green jobs are. It stresses what education and training will be needed to fill the green jobs. PROCEDURE A WIA youth participant must be determined eligible to participate in the program. (Applicable reference: WIA Youth Eligibility SOP). Youth participants will receive an invitation (letter, , and/or phone) to participate in the green literacy program. Selection will be based on a first response/registration basis. The number of youth selected will be based on the class size and training site location. The training site locations may include TBWA, Partner Sites, Community Base Organizations (CBO s), and Youth Organizations). Green Literacy Trainers or Career Managers will deliver the curriculum which consists of two parts: Topics in Part 1: Living as a Green Citizen and Topics in Part 2: Working in a Green Page 37

38 World for a total of 20 units. While an ideal delivery encompasses all twenty units, the curriculum can be used in various combinations to meet local demand. The Green Literacy Program curriculum will be integrated into programs for youth. The program may be delivered as follows: As part of a career exploration, job readiness, and/or assessment program for youth. In preparation for job interviews in specific industries covered by the topics. As preparation for entry into postsecondary or other skills training. As an orientation prior to a work-based experience such as an internship, OJT, paid work subsidized employment, community service in related area. As a standalone 40 hour Green Knowledge program. Participation will earn a certificate of achievement jointly issued from ResCare/iCAST. To earn the certificate, student would have to pass a post test with a score of 70% or better. This is not a WIA certification. As an intensive introduction to energy efficiency in buildings by combining the units (1) Residential Commercial Auditing, (2) Green Buildings, and (3) Green Clean (a unit on green cleaning and worker safety. In combination with expert guest speakers and field trips to solar installations, wind turbines, water treatment facility, or other local examples of energy application. There are three green building certification options that correlate to the green literacy curriculum. The certifications focus on preparing youth for entry-level jobs and careers in the green building professions, including construction and maintenance. Participants will complete curricula for hour courses. Each requires a fee to take an exam ranging from $25 to $150 (for LEED). Career Manager may authorize payment of the exam fee for successfully passing the exam. The certifications are as follows: LEED Green Associate: An individual who has passed the exam and possesses the knowledge and skill to understand and support green design, construction, and operations. Green Advantage: Geared to entry-level craft workers or to anyone wishing to learn more about green building, this module provides fundamental instruction in the green environment, green construction practices, and green building rating systems. Clean Green Technician: For current or prospective workers interested in janitorial, custodian, maintenance or housekeeping work. Page 38

39 Tampa Bay Workforce Alliance Standard Operating Procedure (SOP) \ SOP Number: Subject: Incentives Date of Issuance: 7/1/2010 Revision Date: 6/22/2011 Effective Date: 7/1/2010 Project Director Signature: Reference PURPOSE This policy is applicable to In-school and Out-School youth registered in WIA Intensive and Training program activities. These services are not an entitlement and are designed to encourage participation in activities authorized under WIA Title I. PROCEDURE Incentives are a segment of supportive services which are part of the ten required elements for youth services. Incentives are intended to enable the successful completion of the customer s Individual Educational Plan (IEP) or, reasonable and necessary trainings. WIA program staff may only approve incentives that are clearly link to the above activities and to participant s positive program outcome, goal attainment and/or workforce related activities. All incentives are contingent upon the customer s satisfactory performance while participating in and completing WIA intensive or training activities as well as available funding. Incentives are not an entitlement and are only given as they are earned. The definition of satisfactory performance for a customer who is in training is that he/she must maintain good attendance and grades (a minimum grade point average of 2.0 or satisfactory progress) and is also in compliance with other program requirements. For a customer who is participating in intensive activities, he/she must be in compliance with program requirements, which include active participation and monthly contact with a case manager. The WIA Supervisor may exercise the authority Page 39

40 to establish limits including amounts of funding and length of time funding is available to participants. A list of WIA Youth Incentives will be approved by the WIA Supervisor; the manager will also be responsible for fielding all new category requests that are not listed on the annual youth incentive list. Payment Method: All incentives will be paid on a bank card that will be issued to youth by career managers. Youth will receive payment within 7-10 business days of submission. TRACKING All incentive payments) will be tracked in the customer s file and in the Employ Florida System (EFM). The following items, combined represent a Quality Record and must be maintained in the customer file in accordance with file retention guidelines. Expense Ledger sheet Proof that card has issued to customer. Clear and concise case notes in EFM detailing the purpose and amount of incentive. Page 40

41 Tampa Bay Workforce Alliance Standard Operating Procedure (SOP) \ SOP Number: Subject: Individual Employment Plan Date of Issuance: 7/1/2010 Revision Date: 6/22/2011 Effective Date: 7/1/2010 Project Director Signature: Reference PURPOSE PROCEDURE The Individual Employment Plan (IEP) has three purposes; to mutually develop, implement & revise: 1. A set of employment, education, and personal development goals 2. Service objectives and a service plan of action needed to achieve the identified goals and to 3. Document services provided and results The goal of the IEP process is to enable youth to take responsibility for and actively participate in getting from where they are to where they want to be. The case manager is responsible for completing an IEP that clearly defines goals. Every IEP form, regardless of the format, should include the following components: identification information brief summary of assessment information includes assets as well as any barriers to goal achievement long-term goals for careers, employment, training or education, that are directly linked to the assessment process and the local labor market measurable short-term goals that directly correspond to the long term goals Page 41

42 services or activities to accomplish the short-term goals and other resources needed (including support services) time frames: projected starting and ending dates of services and schedule for subsequent contacts between the case manager and the youth, achievement of goals, etc. assessment, the IEP, and services received should all relate to each other organizations and/or individuals who will provide the services and resources identified tasks and responsibilities of the youth identified tasks and responsibilities of the case manager, family members, and/or others signatures of the case manager and the youth customer An IEP should always be viewed as a living document that changes over time. Ideally, the case manager should review the IEP with a youth customer regularly, in planned intervals, to record progress and outcomes, and note any changes in goals, plans, and timetables. Page 42

43 Tampa Bay Workforce Alliance Standard Operating Procedure (SOP) SOP Number: WIAY Subject: ITA and Training Requests Date of Issuance: 7/1/2010 Revision Date: 6/22/11 Effective Date: 7/1/2010 Project Director Signature: Reference PURPOSE Request and process a Training Request for an Individual Training Account (ITA) for WIA youth participants tuition or training materials. PROCEDURE The Case Manager determines a need for training, verifies that the requested training is on the TBWA approved vendor / program list and submits documents and to Supervisor for ITA. The supervisor forwards with required items to accounting for voucher number. Accounting approves and responds to supervisor and career manager. Career manager then creates a voucher according to ITA request procedure. Youth is contacted to sign for and pick up voucher to payment to the training vendor. A copy of the ITA and all document supporting the need for training will be maintained in the participant s file. EFM will be case noted. Page 43

44 Tampa Bay Workforce Alliance Standard Operating Procedure (SOP) \ SOP Number: Subject: Literacy and Numeracy Date of Issuance: 7/1/2010 Revision Date: 6/22/11 Effective Date: 7/1/2010 Project Director Signature: Reference PURPOSE TABE (Test of Adult Basic Education) testing of in and out of school youth for reading and applied math, to determine whether they are basic skills deficient SCOPE All youth must be administered the TABE before WIA youth application is entered into EmployFlorida. If youth is basic skills deficient, Youth must be re-tested no later than the anniversary date of the previous year s TABE. The goal is for youth to have an increase in TABE scores. PROCEDURE All in school and out of school youth must be tested before entering WIA youth application into EmployFlorida using the TABE assessment. To use prior TABE scores, Youth must have been tested within the past 6 months of first service date. Computer or paper testing permitted. Career Manager must ensure that youth with disabilities are provided with reasonable accommodation to complete TABE. Any accommodations must apply for the pre and post test. Youth who are basic skills deficient which is below 9th grade, and receiving youth services, must be tested every year before their service anniversary date. Forms and levels of the test must be alternated accordingly. Testing will not be required when the youth no longer receive service or is no longer basic skills deficient. Page 44

45 After each post-test, scores must be entered in EmployFlorida assessment tab. A literacy numeracy record must be created if the youth is basic skills deficient in reading and or math. Page 45

46 Tampa Bay Workforce Alliance Standard Operating Procedure (SOP) \ SOP Number: Subject: Master Data Tracking Date of Issuance: 7/1/2010 Revision Date: 6/22/2011 Effective Date: 7/1/2010 Project Director Signature: Reference PURPOSE To manually track data required for performance, quality control and service delivery. Ensure data integrity of information entered in EFM as it relates to youth eligibility, barriers, activities, demographics and outcomes. PROCEDURE The Career Specialist will document information on active youth on a spreadsheet and save under their name on the J drive. The designated career manager will add the information to the Master Tracking Sheet, and make changes as necessary. Page 46

47 Tampa Bay Workforce Alliance Standard Operating Procedure (SOP) \ SOP Number: Subject: Participant Agreement Date of Issuance: 7/1/2010 Revision Date: 6/22/11 Effective Date: 7/1/2010 Project Director Signature: Reference PURPOSE PROCEDURE Provide policies of participation in the WIA Youth program The customer will read and discuss each section of the participation agreement. The Case Manager will explain and ensure the customer fully understand each section. This form must be completed and signed with all customers during the completion of the eligibility paperwork. Both the customer and the case manager will sign and date the form, verifying that everything had been explained satisfactorily and is understood. The customer keeps a copy of the form, the original will remain in the customer s folder with the eligibility packet. Page 47

48 Tampa Bay Workforce Alliance Standard Operating Procedure (SOP) \ SOP Number: Subject: Prepaid Visa Cards Date of Issuance: 7/1/2010 Revision Date: 6/22/11 Effective Date: 7/1/2010 Project Director Signature: Reference PURPOSE To provide a method of monitoring and issuing prepaid Visa cards to participants in the WIA Youth program. PROCEDURE Supervisor The Supervisor is responsible for requesting, signing and verifying the denomination and amount of prepaid Visa cards received from accounting. The Supervisor will sign and date the Prepaid Visa Card Log, listing the prepaid Visa card number and denomination of individual cards indicating receipt of the prepaid Visa cards. Once received, the Supervisor is responsible for securing the prepaid Visa cards in a location that is locked with limited access. The Supervisor will identify each packet of prepaid Visa cards with the Prepaid Visa Card Log that is created by accounting for each packet of prepaid Visa cards. The Supervisor will designate a representative/s to be responsible for issuing the prepaid Visa cards in the office. The representative can be a Case Manager that validates and issues the prepaid Visa cards to eligible youth. Page 48

49 The Supervisor, or the designated representative, will be responsible for accounting for the prepaid Visa cards and safeguarding the prepaid Visa cards and the Prepaid Visa Log. Once all packets of prepaid Visa cards have been issued, the Supervisor will verify that the cards are reconciled, and deliver documentation to accounting. Case Manager Issuing Prepaid Visa Cards The Case Manager issuing prepaid Visa cards will collect the timesheets as proof of hours worked from the youth. The case manager will sign the Visa Card log daily reconciliation tab indicating their receipt of the cards to be issued to the participants. Case Manager will then record the prepaid Visa cards on the prepaid Visa log spreadsheet. While the representative has prepaid Visa cards in their possession, the cards must be inside a locked filing cabinet or safe. All prepaid Visa cards and reconciliation spreadsheets must be reconciled at the end of each day including signature of the representative and Supervisor, collected by the Supervisor and stored in the secure location overnight. This will be documented on the Daily Reconciliation tab of the Prepaid Visa Card Log. The Daily Reconciliation tab and the Prepaid Visa Card Log tab will need to be printed out each day to record the prepaid Visa cards distributed and the prepaid Visa cards remaining. Case Manager The Case Manager will ensure that youth is participating in an activity that warrants a prepaid Visa card. The Case Manager will add a case note into Employ Florida that indicates the dollar amount of prepaid Visa card that was provided to the participant and the purpose for issuing the card. The Case Manager will ensure that the participant signs the Prepaid Visa Card Log indicating receipt of prepaid Visa cards and will ensure that the issuance is recorded in EFM Support Services. Page 49

50 Tampa Bay Workforce Alliance Standard Operating Procedure (SOP) \ SOP Number: Subject: Quality Assurance Reviews Date of Issuance: 7/1/2010 Revision Date: 6/22/2011 Effective Date: 7/1/2010 Project Director Signature: Reference PURPOSE PROCEDURE The following defines the procedure for conducting quality assurance reviews to ensure program and contract compliance by staff providing WIA Youth services to candidates participating in the WIA Youth program. It is the responsibility of the supervisor to conduct reviews in the following areas: Eligibility Assessment Individual Service Strategy Service Activities Case Management Supportive Services EFM Data Entry. Reviews Supervisor will review a random sample from one of the designated areas using the appropriate Audit Form. Supervisor will provide the audited staff with a copy of the completed Audit Form. Audited staff will have five working days to make necessary corrections and/or submit a formal written dispute of findings to the Supervisor. Page 50

51 Supervisor will discuss any dispute of findings with the audited staff. A final decision will be made to either dismiss or uphold the review findings. If the review findings are upheld, the audited staff will have an additional five working days to make necessary corrections. Supervisor may grant deadline extensions upon receipt of a formal written request and a determination of extenuating circumstances. Audited staff will notify the Supervisor when corrections have been made. Audited staff must provide the Supervisor with a written explanation of corrections not made because of EFM problems and/or circumstances beyond his/her control (i.e. EFM database down, youth cannot be contacted). Career manager will ensure corrections were made appropriately. Page 51

52 Tampa Bay Workforce Alliance Standard Operating Procedure (SOP) \ SOP Number: WIAY Subject: Selective Service Registration Date of Issuance: 7/1/2010 Revision Date: 6/22/2011 Effective Date: 7/1/2010 Project Director Signature: Reference PURPOSE To ensure that males ages 18 through 26 who participate in WIA-funded programs are registered with the Military Selective Service System. BACKGROUND: WIA Section 189(h) provides that each WIA enrolled male participant must comply with Section 3(a) of the Military Selective Service Act which requires that male citizens of the United States, and other male persons residing in the United States, who are between the ages of 18 and 26 must present themselves for registration. Proclamation 4771 of July 2, 1980, provides that male persons born on or after January 1, 1960 and who have attained their 18th birthday, register with Selective Service. The time for registration is within 30 days of a man s 18th birthday. Failure to register timely does not relieve a man of his duty to register. The duty to register, even if late, remains until age 26. The requirement to register does not apply to any alien lawfully admitted to the U.S. as a non-immigrant under Section 101(a)(15) of the Immigration and Nationality Act as long as he continues to maintain a lawful nonimmigrant status in the United States. PROCEDURE WIA service providers are required to establish procedures that provide for otherwise eligible WIA participants to document that they are not in violation of Section 3 of the Military Selective Service Act. Selective Service registration information must be documented for all males who were born on or after January 1, 1960, and are 18 years of age or older. Registration Page 52

53 can be verified by visiting Selective Service on the web at Unregistered males can register at that time with the assistance of the Career Specialist. The following items may be used to document selective service registration: A selective service registration card Stamped post office receipt of registration Internet verification Telephone Verification 1 (847) For participants who turn 18 while in the program, the following methods will be used to ensure compliance: Staff will periodically verify (e.g. every 3-6 months) Selective Service Registration for male participants who have recently reached age 18. Incorporating Selective Service Registration as a follow-up activity for male participants who will be reaching age 18 during or within six months of the end of the follow-up period. All male youth participants, age 18 or older, must have documentation of Selective Service Registration in the eligibility file. Note: Online registration may be completed early for young men who are at least 17 years and 3 months old. The information submitted will be held on file and processed automatically when the young man is within 30 days of his 18th birthday, at which time confirmation will be mailed to the individual. Exemptions: In 1986, the MSSA was amended to require the registration status of potential employment and training participants to be examined and confirmed as follows: A person may not be denied a right, privilege, or benefit under Federal law by reason of failure to present himself for and submit to registration if: the requirement for the person to so register has terminated or become inapplicable to the person; and the person shows by a preponderance of the evidence that the failure of the person to register was not a knowing and willful failure to register (50 United States Code App 453) The Conference Report to the MSSA amendment clarified that a nonregistrant is not to be denied any Federal benefit if he can demonstrate that his failure to register was not knowing or willful. This provision was added in order not to penalize an individual with an obvious disqualifying handicap, such as total paralysis of the limbs, or an individual who has been honorably discharged from the armed services. (Training and Employment Guidance Letter Number 4-89). Selective Service waiver form must be processed and present in file in the case of an exemption. Page 53

54 Immigrant Aliens Immigrant aliens, and refugees, parolees, asylees, SAWs, and IRCA-legalized aliens with work permits can be enrolled into WIA only after an MSS registration or exemption is established as outlined above. Selective Service registration must be documented in EFM by checking the appropriate box in the Intake section of EFM, under characteristics. Registration number must be present for EFM to show the participant as eligible. Procedure for requesting an exemption: Career Managers will contact the Supervisor in the event of an exemption request. Supervisor will produce the exemption request form to be completed by the participant. Page 54

55 Tampa Bay Workforce Alliance Standard Operating Procedure (SOP) \ SOP Number: WIAY Subject: Sixth Barrier Date of Issuance: 7/1/2010 Revision Date: 6/22/2011 Effective Date: 7/1/2010 Project Director Signature: Reference PURPOSE It is the policy of Tampa Bay WorkForce Alliance (TBWA) to provide Youth Service Career Managers with guidance regarding the sixth youth barrier, an individual (including youth with a disability) who requires additional assistance to complete an educational program or secure and hold employment. BACKGROUND: The Workforce Investment Act (WIA) mandates that youth participants not only be income eligible, but must have one or more of the six barrier to employment. To ensure eligibility of those youth using the sixth barrier, TBWA established parameters for documentation that is acceptable to verify the barrier. Eligibility for youth participants as described under the provisions of the Workforce Investment Act (WIA) regulations allows an additional barrier to be identified when determining eligibility of youth. WIA Youth Programs serve low-income youth between the ages of 14 through 21 who possess one or more barriers. WIA requires that all youth must have at least one barrier to be eligible for program registration. PROCEDURE The sixth barrier is defined as an eligible youth who requires additional assistance to complete and educational program or to secure and hold employment that leads to self sufficiency and who is: Page 55

56 Enrolled in an eligible education program, but also requires additional assistance beyond that offered by the service partner in order to complete an activity or program; or An eligible youth, who is near the point of being ready for employment, but requires additional assistance in order to obtain or retain employment. Examples of the sixth barrier (facing serious barriers to employment) include, but may not be limited to: 1. Is one or more grade levels below their age-appropriate grade level/low school test scores 2. Gang involved or affiliated 3. ESE student status 4. Personal/family issues (violence), substance abuse, child abuse 5. School attendance problems (truancy, skipped classes, peer pressure) 6. Multiple school suspensions 7. School documented at risk student 8. Youth involved in the juvenile justice system 9. Have one or more disabilities, including learning disabilities The sixth barrier must be different from the required five barriers, which include: 1. Deficient in basic literacy skills 2. School dropout at registration or at risk of dropping out of school 3. Homeless, runaway or a foster child 4. Pregnant or a parent 5. Offender All youth who participate in the WIA youth program must be registered. Registration requires the collection of information to support the determination of eligibility. The determination of youth eligibility must be correct/valid and adequately documented. All documentation should be placed in the youth s file (hard copy or electronic). These additional requirements must be documented in the youth s Individual Service Strategy (ISS). The following definitions are applicable to the determination for eligible youth services to be provided under the sixth barrier: Basic Literacy Skills Deficient - a youth is deficient in basic skills if he or she computes or solves problems, read, writes or speaks English at or below their appropriate grade level, at or below grade level 8.9 on a generally accepted standardized test or is unable to compute or solve problems, read, write or speak English at a level necessary to function on the job, in the individual s family or in society. Page 56

57 Disabled Youth - A physical (motion, vision, hearing), emotional/behavior disorder (including substance abuse) or mental (learning or developmental) impairment which substantially limits one or more of enrollee s major life activities or has a record of such impairment, or is regarded as having such an impairment, but which does not result in substantial impediment to employment. Or, the enrollee may have a disability, which is an impediment to employment. As defined in Section 3 of the Americans with Disabilities Act of 1990 (42 U.S.C ). Foster Care Youth - A youth years of age on whose behalf state of local government payments are made. This may include youth who have been made a ward of the state by a court, including those in the following categories: youth state institutions, youth in community group homes, youth in foster homes and parolees. Homeless Youth An individual who lacks a fixed regular, adequate nighttime residence, and any individual who has a primary nighttime residence that is a public or private operated shelter for temporary accommodation, an institution providing a temporary residence for individuals intended to be institutionalized or a public or private place not designed for or ordinarily used as a regular sleeping accommodation for human beings. Offender an individual who is or has been subject to any stage of the criminal justice process for who services may be beneficial or who requires assistance in overcoming barriers to employment resulting from a record of arrest or conviction. Pregnant or Parenting Youth an individual who is 21 years of age or less and who is pregnant, or a youth (female or male) who is providing custodial care for one or more dependents under age 18. Runaway Youth an individual who is 18 years of age or less who has removed himself or herself from home or place of legal residence without the permission of parent(s) or legal guardians. School Dropout an individual who is no longer attending any school and who has not received a secondary school diploma or its recognized equivalent. A youth attending an alternative school is not a school dropout. Acceptable Eligibility Documentation Recommendations All youth participants must be registered in order to collect information to support a determination of eligibility. All information required by federal, state and local reporting requirements must be collected for each youth participant, including documentation of each eligibility requirement for the types of services the individual has received. Page 57

58 Youth Service Career Managers are responsible for gathering and reviewing eligibility documents and making the initial eligibility determination during the eligibility interview. The youth Career Manager should provide assistance and guidance to the youth with the submission of all necessary eligibility documents. The attached Matrix provides a list of data sources acceptable at both the federal and state level for eligibility documentation for youth service delivery: WIA ELIGIBILITY DOCUMENTATION GUIDE for 6 th BARRIER Eligibility Item Eligibility Documentation Sources Youth-Low Income Documentation Sources Youth-Not Low Income Documentation Sources Foster Care Child Court Representative/Contact Court Documentation Medical Card/Records Verification of Payments made on behalf of the child Written Statement from State/Local Agency Documentation sources are applicable to all youth Documentation sources are applicable to all youth Individuals with Disabilities Basic Skills Deficient (8.9 Grade Level or Less) One or More Grades Behind Physician s Statement Medical Records Letter from Drug or Alcohol Rehabilitation Agency Psychiatrist s Diagnosis Psychologist s Diagnosis Rehabilitation Evaluation School Records Sheltered Workshop Certification Social Security Administration Disability Records Social Service Records/Referral Veterans Administration Letter/Records Vocational Rehabilitation Letter Workers Compensation Records Assessed by a Generally Accepted Standardized Testing Instrument School Records School Record Report Card Documentation sources are applicable to all youth Documentation sources are applicable to all youth Documentation sources are applicable to all youth Documentation sources are applicable to all youth Documentation sources are applicable to all youth Documentation sources are applicable to all youth Pregnant or Parenting Child s Birth Certificate Hospital Record of Birth Medical Card Physician s note confirming pregnancy Referrals from official agencies School program for pregnant teens School Records Written statement from social services agency Baptismal Record Documentation sources are applicable to all youth Documentation sources are applicable to all youth Page 58

59 Offender Documents from Juvenile/Criminal Justice System Court Documents Halfway House Resident Letter of Parole Letter from Probation Officer Police Records Telephone Verification with Juvenile Justice Officer Juvenile Justice System Case File Notes Documentation sources are applicable to all youth Documentation sources are applicable to all youth Eligibility Item Eligibility Documentation Sources Youth-Low Income Documentation Sources Youth-Not Low Income Documentation Sources Homeless or Runaway Youth Written Statement from an Individual Providing Temporary Residence Written Statement from a Shelter Written Statement from Social Service Agency Documentation sources are applicable to all youth School Dropout Dropout Letter/Documentation from School Documentation sources are School Attendance Records applicable to all youth Faces Serious Region s list of acceptable documentation Documentation sources are Barriers to applicable to all youth Employment as Identified by SFWIB Documentation sources are applicable to all youth Documentation sources are applicable to all youth Documentation sources are applicable to all youth Page 59

60 Tampa Bay Workforce Alliance Standard Operating Procedure (SOP) \ SOP Number: WIAY Subject: Support Services Date of Issuance: 7/1/2010 Revision Date: 6/22/11 Effective Date: 7/1/2010 Project Director Signature: Reference PURPOSE PROCEDURE The term "supportive service(s)" means a service or services which are necessary to enable an individual who cannot pay for such service or services to participate in the Youth Program under Title I-B of the Workforce Investment Act (WIA). Supportive services are intended to be one-time or time limited services and do not include the acquisition, improvement, or retention of personal assets (e.g., automobiles or homes). Supportive services may be provided to a participant during program registration and during the 12 month follow-up period after exit. Supportive service obligations and expenditures are to be tracked separately and are subject to the additional policies below. A career manager may elect to provide supportive services to a given youth from the point of registration through the 12 month follow up period to remove barriers to participation in program activities designed to result in the attainment of DOL recognized skills and other measurable objectives. Supportive services must be necessary for a given participant consistent with her/his Objective Assessment and Individual Employment Plan and be beyond her/his ability to pay. Supportive services are not entitlements and shall be approved by the career manager for a given participant on the basis of documented financial assessment, individual circumstances, the absence of other resources, and funding limits. Candidate files must note eligibility determination and payment procedures that describe the method for documenting need and the absence of such services through non-wia resources. Procedures must also define the frequency and amount of payments and steps to assure that supportive services are available to all participants equitably provided they are eligible for such services based on the Page 60

61 procedures established. Eligibility for and receipt of supportive services must be maintained by the career manager in the participant's file. Payment records must also be maintained in the youth s case file. Case notes must be input into EmployFlorida. POLICIES FOR THE PROVISION OF SPECIFIC SUPPORTIVE SERVICES 1. Child/Dependent Care Child/dependent care may be provided to a participant's child or parent while the participant is engaged in training or employment consistent with her/his Individual Service Strategy including transportation time. The participant must be the custodial parent or guardian of the child/dependent for who such services are required. Child/dependent care services shall be paid to a licensed vendor. Exceptions can be made if it is clearly demonstrated that such care is not readily available due to the child's/parent's age or special needs or in instances when there is no appropriate care available in the area. Such exceptions are intended as a temporary measure to allow the participant to engage in program activities until acceptable care can be found. The payment shall be based upon actual costs while the participant is participating in and traveling to or from approved activities, as documented in attendance records 2. Transportation Assistance may include bus tokens/passes, van pool expenses, or other public travel assistance determined reasonable and necessary for a given participant to participate in training and/or obtain and retain employment. In instances where public transportation is not available or not feasible, assistance may be provided in the form of gas vouchers and/or car repairs when a private vehicle is used as the primary source of transportation to training or work. If the repair of an existing vehicle addresses a significant barrier to training and/or employment, and such assistance will alleviate the barrier, then such assistance may be granted. To provide gas vouchers or pay for repair, the following conditions must be met. The participant or guardian of a minor participant must: have a current Florida Driver's License, have valid insurance, and be the registered owner of the vehicle involved. 3. Medical, Dental, and Counseling Expenses Necessary medical and counseling expenses improves participant outcomes, assistance for medical and dental services not covered by other insurance policies or by state labor and industries May be allowed. Professional counseling may also be provided to a participant under comprehensive guidance and counseling [see (10)], one of the "10 elements" of the WIA TItle I-B Youth Program, to address legal, financial, and mental health, and other personal needs as well as outpatient treatment for substance abuse. Standard fees charged for medical records and reports are also allowable. 4. Clothing Work clothing including uniforms required by employers may be purchased if necessary for a participant to obtain and/or retain employment. This includes interview clothes or professional attire required while attending training. Page 61

62 5. Emergency Services Housing Rental payments may be paid to a participant's landlord for one month when such payment is needed to prevent homelessness. Payment may not include late fees. Such housing assistance is intended as a temporary, one-time measure. In the case of shelter for a participant who is homeless, up to two months' rent may be paid if required by the landlord to secure housing. In instances when housing assistance is provided, there must be a reasonable expectation that the assistance will resolve the situation; for example, if rent is paid for one month, there must be a reasonable expectation that the participant will obtain the resources to pay rent for the following months. Other Emergency Services Other emergency services include payments for overdue electric, home heating fuel, and water bills; telecommunication costs; food; and/or payment for temporary shelter. In instances where an overdue electric, home heating fuel, and/or water bill is being paid, it must be documented that the participant has contacted local community and faith based agencies for assistance and was ineligible for services or eligible but unable to receive services due to a lack of program funds. Telecommunication costs are subject to the following restrictions. It must be documented in the participant file that community provided service was explored as an option that has proven infeasible along with the reason. If supportive services are used for a cellular telephone, it must be documented in the participant file that this is the participant's only means of telecommunication. In such instances, only base costs may be paid. Each emergency situation must be evaluated on an individual basis and shall include an evaluation of alternative resources such as food bank services. In instances when other emergency services are provided, such assistance must be to address a nonreoccurring emergency or there must be a reasonable expectation that the assistance will resolve the situation for the foreseeable future. 6. Certification, Screening and Testing Employment-related fees including but not limited to testing fees, drug screening, background checks; food handlers permits, Drivers Licenses and Identification Cards, security clearance, first aide/cpr certification, or finger printing; commercial and business licenses; and/or other fees if required by law and/or not paid for by employer to accept or maintain employment or participate in a WIA activity. 7. Events/Activities The cost of goods and services related to participation in scheduled events and/or activities is allowed and includes entry fees, transportation, meals, and other travel expenses associated with field trips, group meetings, and other activities which enhance participants' basic (academic); team building, leadership, citizenship, other work readiness; and/or occupational skills. Page 62

63 8. Food In non-emergent situations, a participant may receive supportive services to meet nutritional needs when it is documented that the participant's schedule does not allow for meals between scheduled activities. 9. Safety Gear/Tools/Books/Supplies/Equipment Boots, helmets, gloves, safety vests, eye protection, other safety gear required by OSHA standards, and tools required for participation in training or to succeed in employment are allowed. Participants may receive assistance for the purchase of tools, books, supplies, and equipment related to training or necessary for accepting an employment offer. A given tool or piece of equipment may only be purchased once. The need for any supportive service must be documented on the participant's Individual Service Strategy and in case notes as must all efforts to obtain the needed services from a non-wia source. D. REQUEST FOR EXCEPTION In exceptional circumstances, a request for exception to the above policies must be made to the TBWA in writing prior to issuance of the service for which exception is being requested. E. PROCEDURES Any Career Manager electing to provide supportive services must document the participant's eligibility for and receipt of such service. Supporting documentation must also be maintained in specific instances as described above. Supportive services payments are to be made by the directly to a vendor for such services as car repair and day care. In extraordinary circumstances, payment may be made directly to the participant on a case by case basis Page 63

64 Tampa Bay Workforce Alliance Standard Operating Procedure (SOP) \ SOP Number: Subject: Transportation Date of Issuance: 7/1/2010 Revision Date: 6/22/2011 Effective Date: 7/1/2010 Project Director Signature: Reference PURPOSE PROCEDURE Establish allowable activities during which youth may receive transportation funds. Youth may receive transportation funds when activity youth is participating in is either training or job search. Funds will be based on timesheets completed during job search or training. Youth may receive transportation funds during On the Job Training or Work Experience Activities. Career Manager must document approval of transportation funds. The Career Manager will add a detailed and concise case note into Employ Florida that indicates the dollar amount of assistance to be provided to the participant and the purpose for issuing the funding. The Career Manager will ensure that each issuance is recorded in EFM Support Services. Page 64

65 Tampa Bay Workforce Alliance Standard Operating Procedure (SOP) \ SOP Number: Subject: Certificate/Credential Attainment Date of Issuance: 7/1/2010 Revision Date: 6/22/2011 Effective Date: 7/1/2010 Project Director Signature: Reference DEFINITIONS Certificate Awarded in recognition of an individual s attainment of measurable technical or occupational skills necessary to gain employment or advance within an occupation. These technical or occupational skills are based on standards developed or endorsed by employers. Awarding entities include state educational agencies; college, tribal college, or proprietary school; professional, industry, employer organization; public regulatory agency; registered apprenticeship program. Credential Nationally recognized degree or certificate or State/locally recognized credential. Credentials include, but are not limited to a high school diploma, GED or other recognized equivalents, postsecondary degrees, recognized skills standards, licensure, apprenticeship or industry recognized certificates. States should include all State Education Agency recognized credentials. PROCEDURE Youth program will encourage and offer credentialing training programs in industries that offer opportunities for growth and career advancement. At a minimum, all youth will be encouraged to attain at least 1 credential that will assist with employment or employment retention or offers opportunities for growth and career advancement. Credential will be entered into EmployFlorida and placed in the file. See Department of Labor TEGL for detailed definition of certificate. Page 65

66 - Tampa Bay Workforce Alliance Standard Operating Procedure (SOP) \ SOP Number: WIAY Subject: WIA Youth Eligibility Requirements Date of Issuance: 7/1/2010 Revision Date: 6/22/2011 Effective Date: 7/1/2010 Project Director Signature: Reference PURPOSE The purpose of this SOP is to standardize the procedures staff and customers will use in dealing with complaints and requests for a Department of Children and Families (DCF) Administrative Fair Hearing. This SOP provides for one initial primary point of contact and ensures the prompt and equitable resolution of issues. PROCEDURE It is the policy of Tampa Bay WorkForce Alliance (TBWA) to provide Youth Service Partners with the policies and procedures regarding required eligibility documentation necessary to capture accurate data to maintain the integrity of data entered in the EmplyFlorida Youth must meet the WIA youth eligibility criteria in order to receive WIA funded services. Individuals who apply to participate in the WIA youth programs must meet the following criteria as described in Section 101 (13) in the Act: Not less than age 14 and not more than age 21 at time of registration; A U.S. citizen or non-citizen who is authorized by the Immigration and Naturalization Service; A resident of Hillsbrough County Florida is in compliance with the Selective Service Registration requirements and Either: A low income individual; or A non-low income individual, with one or more of the characteristics listed below. The number of non-low income youth cannot exceed 5% of all registered youth in Region 15. Page 66

67 The characteristics/barriers which apply to both low-income and non-low income youth, whether they are in-school or out-of-school, are as follows: Required Barriers Deficient in basic literacy skills; School dropout at registration or at risk of dropping out of school Homeless, a runaway, or a foster child; Pregnant or a parent; An offender; An individual (including a youth with disabilities) who requires additional assistance to complete and educational program, or to secure and hold employment. Local Barriers Have one or more disabilities, including learning disabilities, Face serious barriers to employment; or, Is one or more grade levels below their age-appropriate grade level/low school test scores Gang involved or affiliated ESE student status Personal/family, substance abuse School attendance problems Multiple school suspensions Youth other than those enrolled under the five percent (5%) exemption must be low-income individuals. Under WIA regulations, up to five percent of youth participants served by youth programs may be individuals who do not meet the income criterion for eligible youth, providing that they meet one or more of the following: school dropout, basic skills deficient, one or more grade levels below the grade level appropriate to the individuals age, pregnant or parenting, possess one or more disabilities (including learning disabilities), homeless or a runaway, offender or facing serious barriers to employment as identified by SFWIB. A disabled youth whose family does not meet the income eligibility criteria under WIA may be eligible for services as a low-income individual if his or her own income meets the income criteria establish or meets the income eligibility criteria for cash payments under any federal, state or local public assistance program. Note: TBWA Youth Career Manager must approve all 5% window exemptions for those youth served under WIA who do not meet the low-income criteria requirement. The following definitions are applicable to the eligibility for youth services under WIA: Basic Skills Deficient - a youth is deficient in basic skills if he or she computes or solves problems, read, writes or speaks English at or below grade level 8.9 on a generally accepted standardized test or is unable to compute or solve problems, read, write or speak English at a level necessary to function on the job, in the individual s family or in society. Page 67

68 Disability - a physical (motion, vision, hearing), emotional/behavior disorder (including substance abuse) or mental (learning or developmental) impairment which substantially limits one or more of enrollee s major life activities or has a record of such impairment, or is regarded as having such an impairment, but which does not result in substantial impediment to employment. Or, the enrollee may have a disability, which is an impediment to employment. Documentation - to maintain physical evidence in the youth files that is obtained during the verification process. Such evidence would be hard copies of documents, completed telephone/documents inspection forms and signed self-certification statement(s). Homeless Youth an individual who lacks a fixed regular, adequate nighttime residence, and any individual who has a primary nighttime residence that is a public or private operated shelter for temporary accommodation, an institution providing a temporary residence for individuals intended to be institutionalized or a public or private place not designed for or ordinarily used as a regular sleeping accommodation for human beings. In-School Youth - an individual who at the time of registration is attending a regular high school, junior high or alternative high school, or who is attending post-secondary school such as junior or four year college, and is not basic skills deficient. Also includes an enrollee who is not attending any school, and who has either graduated from high school or holds a GED and is not basic skills deficient and not unemployed and not underemployed. A youth attending an alternative school at time of registration is considered an In school youth. Low-income Individual as one who qualifies under various criteria, including an individual who received income for a six month period (annualized) that does not exceed the higher of the Health and Human Services poverty line or seventy percent of the Lower Living standard Income Level, receives or is a member of a family that receives cash payments under federal, state or local public assistance programs, qualifies as homeless, is a foster child on behalf of whom state and local government payments are made, a disabled individual whose income meets the requirements of a program. Offender an individual who is or has been subject to any stage of the criminal justice process for who services may be beneficial or who requires assistance in overcoming barriers to employment resulting from a record of arrest or conviction. Older Youth an individual who is between the ages of 19 and 21 at date of registration. One or more grade levels below the grade level appropriate to the individual s age: an individual whose grade level achievement level is below the individual s age (example: a youth age 17 is reading at the 6th grade level). Out-of-School Youth - an individual who is eligible at the time of registration is attending post-secondary school and is basic skills deficient, or who is not attending secondary or post-secondary school and has no diploma, or has a diploma and is basic skills deficient, unemployed or underemployed. Page 68

69 Participant an individual has been determined to be eligible to participate in and who is receiving services (except follow-up services) under WIA. Pregnant or Parenting Youth an individual who is 21 years of age or less and who is pregnant, or a youth (female or male) who is providing custodial care for one or more dependents under age of 18. Requires Additional Assistance: an eligible youth who requires additional assistance to complete an educational program or to secure and hold a job, means an individuals who is: (1) is one or more grade levels below their age appropriate grade level (2) has a disability, including a learning disability, (3) enrolled in an eligible education program, but requires additional assistance beyond that offered by the service partners in order to complete the activity or program, (4) an eligible youth who is close to being ready for employment but requires additional assistance under WIA in order to obtain or maintain a job and (5) requires additional assistance as defined by SFWIB. The additional assistance/requirements shall be specified by the educational program partner and prospective employer in order to avoid program failure and failure in obtaining employment. These additional needs must be documented in the participant s (ISS). Runaway an individual who is 18 years of age or less who has removed themselves from home or place of legal residence without the permission of parent(s) or legal guardians. School Dropout an individual who is no longer attending any school and who has not received a secondary school diploma or its recognized equivalent. A youth s dropout status is determined at registration. A youth attending school at time of registration is not a dropout. A youth who is out of school at time of registration and is subsequently enrolled in an alternative school may remain as an out of school youth. A youth attending an alternative school at the time of registration is not considered a school dropout. Serious Barriers to Employment - an eligible youth who may have serious barriers to employment may have one of the following: one or more grade levels below his/her age appropriate grade level, gang involved or affiliated, ESE student status, personal/family issues, substance abuse and related problems, school attendance problems, multiple school suspensions, does not speak English as a primary language and who has limited ability to read, speak, write or understand English, occupational skills deficient (has not successfully attended/completed skills training), insufficient work experience/lack significant or positive work history (have never worked), enrolled in an alternative education program, victim of domestic violence/sexual or child abuse, identified mental health issues, an emancipated youth, has aged out of the foster care system, migrant family member and/or significant geographic barriers to accessing youth development services. Younger Youth an individual who is between the ages of 14 and 18 at time of registration. Acceptable Documentation All youth participants must be registered in order to collect information to support a determination of eligibility. All information required by federal, state and local reporting Page 69

70 requirements must be collected for each youth customer, including documentation of each eligibility requirement for the types of services the individual has received. Youth Service Partners are responsible for gathering and reviewing eligibility documents and making the initial eligibility determination during the eligibility interview. The youth partner should provide assistance and guidance to the youth with the submission of all necessary eligibility documents. The attached Matrix provides a list of data sources acceptable at both the federal and state level for eligibility documentation for youth service delivery: Page 70

71 WIA ELIGIBILITY DOCUMENTATION GUIDE Documentation sources are applicable to all youth Youth-Low Income and Youth-Not Low Income Eligibility Item Social Security Number Authorization to Work /Alien Status/Citizenship Recommended Eligibility Documentation Sources DD-214, Report of Transfer or Discharge Employment Record IRS Form letter Letter from Social Security Agency Passport (Other) Pay Stub School Records Social Security Benefits Social Security Card W-2 Form Driver License School/State or Federal Identification Card INS Forms I-9, I-151, I-551, I-94, I-688A, I-197, I-179 Alien Registration Card Indicating Right to Work Baptismal Record Birth Certificate Food Stamp Record Foreign Passport Stamped Eligible to Work Hospital Record of Birth Naturalization Certification Public Assistance Records (If place of Birth is shown) U.S. Passport Social Security Card ( Work Eligible ) Native American Tribal Document DD-214, Report of Transfer or Discharge (Other) School/State or Federal Identification Card Driver s License Voter Registration card School Records/Documentation School Work Permit Page 71

72 Selective Service Registrant (applicable to males 18 years of age and over who were born after 12/1/1959) Veteran Status (Applicable to males 18 years of age and older) Unemployed Eligibility Item Birth Date/Age Individual Status/Family Size DD-214, Report of Transfer or Discharge Selective Service Registration Card Selective Service Letter/Registration Letter Stamped Post Office Receipt of Registration Selective Service Website printout ( Selective Service Telephone Verification (847) Selective Service Advisory Opinion (Waiver) Letter DD-214 (Other) Cross-match with veterans data base Cross-match with Wagner-Peyser State management information system Job Search Worksheet Unemployment Pay Check Stubs Case File Notes UI Cross-Match Recommended Eligibility Documentation Sources Baptismal or Church Record Birth Certificate Driver s License Federal or State of Florida or Local Government Issued ID Card School Records/Identification Card Hospital Record of Birth Passport Public Assistance/Social Services Records Work Permit if date of birth is shown DD-214, Report of Transfer or Discharge Tribal Records Cross-Match with Dept of Vital Statistics Birth Certificate Court Decree Divorce Decree Family of One (Disabled) Landlord Statement Lease Marriage License Medical Card Most Recent IRS Tax Document Public Assistance records Public Housing Lease Page 72

73 Cross Match with TANF Food Stamps Cash Public Assistance (TANF) Individual/Family (Low) Income Eligibility Item High School Graduate (Includes certificate of attendance or completion or GED Graduate Unemployed High School Graduate (Includes certificate of attendance or completion (disabled students)) or GED Graduate Underemployed Current Authorization to obtain Food Stamps Letter from FS distributing Agency Post marked Food Stamp mailer with applicant s name and address Public Assistance Record/Printout Current Food Stamp Receipt Copy of Authorization to receive public assistance Public Assistance Record/Printout (FL IQCH and AIID screens) Refugee Assistance Record Pay stubs Employer statement/records Social Security Benefits Records Alimony Agreement Quarterly estimated tax for self-employed persons Unemployment insurance documents and/or printout Award Letter from veterans administration Bank statements (direct deposit) Compensation Award Letter Court Award Letter Farm or business financial records Housing authority verification Pension Statement Public Assistance Records Collateral verification from an individual providing residence or shelter Collateral verification from a social service agency Recommended Eligibility Documentation Sources Copy of Diploma or GED Unemployment Status School Record School Verification Copy of Diploma or GED Unemployment Status Income Verification Documentation (i.e., UTCR) School Record Page 73

74 School Verification Supported Foster Care Child Court Representative Court Documentation Medical Card/Records Verification of Payments made on behalf of the child Written Statement from State/Local Agency Individuals with Disabilities Physician s Statement Medical Records Letter from Drug or Alcohol Rehabilitation Agency Psychiatrist s Diagnosis Psychologist s Diagnosis Rehabilitation Evaluation School Records Sheltered Workshop Certification Social Security Administration Disability Records Social Service Records/Referral Veterans Administration Letter/Records Vocational Rehabilitation Letter Workers Compensation Records Basic Skills Deficient (8.9 grade level or less) Assessed by a Generally Accepted Standardized Testing Instrument School Records Case Notes Hard to Serve Eligibility Region s list of Acceptable Documentation One or More Grades Behind School Record Report Card Faces Serious Barriers to Employment as Region s list of Acceptable Documentation Identified by SFWIB Pregnant or parenting Child s Birth Certificate Hospital Record of Birth Medical Card Physician s Note Confirming Pregnancy Referrals from Official Agencies School Program for Pregnant Teens School Records Written Statement from Social Services Agency Baptismal Record School Dropout Dropout letter/documentation from school School attendance records Page 74

75 Eligibility Item Recommended Eligibility Documentation Sources Offender Court Document Halfway House Resident Letter of Parole Letter from probation Officer Police Records Telephone verification with Juvenile Justice Officer Juvenile Justice System Case File Note Homeless or Runaway Youth Written statement from an individual providing temporary residence Written statement from a shelter Written statement from social service agency Page 75

76 Tampa Bay Workforce Alliance Standard Operating Procedure (SOP) \ SOP Number: Subject: Employment Verification Date of Issuance: 7/1/2010 Revision Date: 6/22/2011 Effective Date: 7/1/2010 Project Director Signature: Reference PURPOSE Verify customer s employment when person has accessed program services in WIA Youth. PROCEDURE Completion of Employment Verification Form The form may be either mailed or faxed to employer. Use fax cover sheet that provides return fax number, telephone number and name of career manager. When mailing to business provide a return stamped envelope. Staff may fill out form when hire information is obtained by phone or over the intranet. Do not have customer take the form to employer. Case manager should fill in customer s full name, last 4 digits of the social security number, address and telephone number. Mailed in or faxed in verifications should have employer signature and date. Mail or fax the employment verification form with the release of confidential information form signed and dated by the candidate. EmployFlorida Data Entry Record information from the employment verification information into EFM s employment outcomes (performance data), closed file entered employment, add employment information in case notes, to include method of verification, and documents obtained, such as paystubs or verification form. Print the closure. Page 76

77 Web-Extender Scan documents supporting case closure with employment into the Outcome bucket. This should include employment verification form, print out of case closure from EFM, paystubs and other supporting documents. Employment Tracking J Drive Case managers will give copy of each entered employment case closure documents to supervisor or designated career manager for tracking. Documents will include completed employment verification form, any other supporting documents such as paystubs, EFM printout of entered employment screen, and copy of case note. Tracker will access protected tracking sheet on the J drive and update numbers for Older Youth and Younger Youth. Page 77

78 Tampa Bay Workforce Alliance Standard Operating Procedure (SOP) \ SOP Number: Subject: OSY Tabe Results: Minimum Score Date of Issuance: 7/1/2010 Revision Date: 6/22/11 Effective Date: 7/1/2010 Project Director Signature: Reference PURPOSE The following outlines the basic guidelines for minimum TABE scores for OSY enrollment. PROCEDURE TABE Survey 9 or 10 is administered to OSY to determine reading, math and language levels. The minimum TABE reading score is 7.0 and the minimum TABE math score is 6.0. Page 78

79 Tampa Bay Workforce Alliance Standard Operating Procedure (SOP) \ SOP Number: Subject: Youth TABE Testing Guidelines Date of Issuance: 7/1/2010 Revision Date: 6/22/2011 Effective Date: 7/1/2010 Project Director Signature: Reference PURPOSE The following outlines the basic guidelines for administering the TABE test. PROCEDURE TABE Survey 9 or 10 is administered to youth to determine reading, math and language levels. TABE will be administered after orientation and initial assessment and before Project CEO class. Only workforce staff who have been certified are authorized to administer the TABE. OSY Trainers (and/or other delegated staff) administer test instruments, develop assessment rules and procedures, train staff, advise staff and management about assessment applications and results, and procure assessment instruments. OSY Trainers (and/or other delegated staff) interpret and link results to customer services and counsel customers on the results. Testing will be administered under a controlled environment with staff supervision at all times. TABE will be administered according to the guidelines. Page 79

80 Tampa Bay Workforce Alliance Standard Operating Procedure (SOP) SOP Number: Subject: Youth Barriers Date of Issuance: 7/1/2010 Revision Date: 6/22/2011 Effective Date: 7/1/2010 Reference: Project Director Signature: SUBJECT: Local Definition of WIA Youth Barriers Purpose: To provide TBWA staff with procedures for assisting youth candidates with services when candidates are identified with significant barriers to success in completing education, securing jobs, or keeping employment. Background: The Workforce Investment Act (WIA) directs the majority of youth funds be provided to low income youth candidates. However, the regulation at Title 20 Code of Federal Regulations (CFR) Section allows for exceptions. Up to five percent of youth candidates served by youth programs in a local area may be other than low income individuals, provided that they meet one or more of youth candidate eligibility criterion. Policy: TBWA defines youth candidates as having barriers to employment if additional assistance is required to complete educational programs or, youth candidates with identified barriers or obstacles to success in securing or holding employment. Procedure: 1. WIA authorizes funds for services for youth candidates (14 21 years of age) who face barriers to school completion or employment. Youth candidates served are prepared for post secondary educational opportunities or employment, and must receive at least one year of guidance and counseling, and follow-up services. Additionally, TBWA will provide youth candidates with individual skills and service needs assessments; service strategies for basic, occupational, and work maturity skills training and work experience; and other supportive services. 2. Prior to delivery of services, TBWA will verify youth candidates meet standard eligibility requirements in accordance with WIA guidance. Youth candidates family income for the 6-month period prior to application must not exceed the higher of the poverty line, or 70 percent of the lower living standard income level. Additionally, eligible youth candidates are identified within one or more of the following categories: 1 of 3 Page 80