Closure/Exit Procedure

Transcription

1 Closure/Exit Procedure Overview For each participant, the WIOA application must be Closed once the participant is no longer in need of services. All customers in WIOA for 90 days without an active service MUST be exited from WIOA back to the last date of service. Agencies must monitor their case load and run the Days Since Last Active Service Report on a monthly basis. These are the steps that must be followed in order to Close the participant s WIOA application from Career Connect for any reason. Creating the Case Closure automatically Exits the customer from WIOA. Navigation Create a Closure for every customer when it has been determined the participant is no longer in need of services and the application needs to be Closed. The Closure bar can be found under staff profiles > case management > programs > click on the (+) WIOA Application> Closure. Procedures Please make sure the following, if applicable, have been completed BEFORE Creating a Closure in Career Connect: 1. Make sure the IEP/ISS has been closed (see IEP/ISS procedures for further guidance). 2. Make sure all services have been closed. You can do this by going to the Programs tab, click on the (+) sign on the completed WIOA Application to expand this section. Then click on Activities/Enrollments/Services. Look at the status column. If you see a green O that means you must close the service. Look across and click on the Close link for each service with the green O. 3. For Youth, please enter post-test (see Literacy/Numeracy Procedures for further guidance). 4. Make sure any credentials earned during the program have been added to the WIOA Credential bar (see Credential Procedure for further guidance). 5. Make sure any Measurable Skills Gains attained during the program have been added to the WIOA Measurable Skills Gain bar (see Measurable Skills Gains Procedure for further guidance). 6. Make sure any unsubsidized or OJT Employment entered during the program or at Closure has been added to the WIOA Employment bar (see In Program Employment Tracking Procedure for further guidance) Once items above have been completed then you can create the Closure for the participant. Closure/Exit Page 1 of 11 Updated 8/8/2018

2 Step 1: Once you are Assisting the customer, click on the Programs Link. Step 2: Then click on the (+) next to the WIOA Application to expand the section. Closure/Exit Page 2 of 11 Updated 8/8/2018

3 Step 3: Click on the Closure (+) to expand the section Step 4: Click on Create Closure Closure/Exit Page 3 of 11 Updated 8/8/2018

4 Step 5: In the General Information section, you must select the Office Location and a reason for the Accountability Closure/Exit status. Please select Neither condition applies. Step 6: Please choose a Case Closure Exit reason from Appendix A. Please Note: If your customer has gone over 120 days with out a service you will not be able to select a Case Closure Exit reason. Please contact your Regional Manager for further guidance on how to Close/Exit any customers in this situation. Closure/Exit Page 4 of 11 Updated 8/8/2018

5 Step 7:In the Outcome Information section, please answer all the questions with a red asteriks from the choices below. This must be Verified. Please Note: The Youth Placement will only appear for Youth customers. The Placement Date is required if Youth Placement at Exit is anything EXCEPT None of the above. Closure/Exit Page 5 of 11 Updated 8/8/2018

6 For Youth that are being exited with Post-Secondary Education, these are the selections that should be made: Case Closure/Exit Reason: Attending Post-Secondary High School/College at Exit School Status at Exit: In-School, Post High School Youth Placement at Exit: Entered Post-Secondary Education Step 8: The question Entered Employment must be answered regardless of the exit reason for the participant. Closure/Exit Page 6 of 11 Updated 8/8/2018

7 If the participant is exiting with employment, the job at Closure must be completed and verified in the Employment Information section. In order to select a job that has already been added to the Add Employment bar, click on the Search Individual Employment History and you can select the employment at Closure. You can also add a new job here as well. This screen works just like any other screen that allows you to add employment. This information must also be Verified. Closure/Exit Page 7 of 11 Updated 8/8/2018

8 Step 9: Once the job has been entered, click on SAVE and the participant has been Closed. Creating the Closure automatically Exits the customer from WIOA. Use the "Print Preview" button at the bottom of the Closure screen to print the Closure information and save it in the customer's file. Now the participant has been Closed/Exited and a Closure and Exit/Outcome date will appear. Closure/Exit Page 8 of 11 Updated 8/8/2018

9 Please Note: Only DCEO staff have privileges to Create an Exit/Outcome. Once you have created and saved the Closure, your customer will be both Closed and Exited. Step 10: Once both the Closure and Exit records are completed, open up a Follow-up service if you will be providing follow-up services, in accordance with the Follow-up Policy. To add a Follow-up service, go to the WIOA Activities / Enrollments / Services bar and click Create Activity/Enrollment/Service. Closure/Exit Page 9 of 11 Updated 8/8/2018

10 Select one of the available Follow-up (F-code) services. The service Actual Start Date should be the day after the Closure/Exit Date. The service should remain open for the duration of the follow-up period, up to 12 months after Employment start (Adult/DW) or 12 months after Exit (Youth). Closure/Exit Page 10 of 11 Updated 8/8/2018

11 APPENDIX A Career Connect Exit Reasons Positive Exit Reasons Entered Unsubsidized Employment YOUTH ONLY Attending Post Secondary School/College at Exit Neutral Exit Reasons Deceased Health/Medical Incarcerated Institutionalized Reservist called to Active Duty YOUTH ONLY Foster Care YOUTH ONLY Relocated to a Mandated Residential Program Negative Exit Reasons Attained Credential/Diploma Cannot Locate Family Care NOTE: This was previously mislabeled as a neutral exit reason in this procedure; however, it is a negative exit reason and was labeled as negative in Career Connect. Other, Services Completed Other, Services Not Completed Retirement YOUTH ONLY Attained GED/Equivalency Diploma YOUTH ONLY Attained High School Diploma YOUTH ONLY Attending Secondary (High School) at Exit DO NOT USE Ineligible this negative exit reason was inactivated in Career Connect and IWDS in August 2018 Lacks Transportation Program Ended Criminal Offender Transferred to Other LWIA Entered OJT Employment Entered OJT Related Employment Closure/Exit Page 11 of 11 Updated 8/8/2018