NWD Operations Procedures Manual: WIA Services (Final: 12/14/14) Philadelphia Works. No Wrong Door for Integrated, Quality Service Delivery

Transcription

1 Philadelphia Works No Wrong Door for Integrated, Quality Service Delivery Bricks, Clicks, and Connect WIA Intensive/Training Services Operations Procedures Manual Table of Contents Preface: The WIA Intensive/Training Services Program Infrastructure Within the No Wrong Door System.. page 6 1. The WIA Intensive/Training Services Program: One Program Partner in the PA CareerLink Center 2. Customer Flow from Universal Welcome and Skills+Employment Services to WIA Intensive/Training Services 3. Connectivity of WIA Intensive/Training Services to Other No Wrong Door Service Teams 4. The WIA Intensive/Training Services Team and Staff Responsibilities 5. WIA Title I Intensive/Training Adult and Dislocated Worker Program Performance Goals and Success Indicators: Preface Exhibits..... page 10 Exhibit 1: Center Organizational Chart and Staffing Exhibit 2: Center-Wide Integrated Services Delivery Customer Flow Chart Exhibit 3: Universal Product Box Services Continuously Available to All Center Customers (Including those Registered in WIA Intensive/Training Services) Exhibit 4: Connectivity of WIA Intensive/Training Services to Other Service Teams 1

2 WIA Intensive/Training Services Procedures Table of Contents I. The WIA Intensive/Training Customer Flow Chart..... page 14 II. Welcome to the PA CareerLink Center (Orientation) to WIA Registration Process Steps.. page 15 A. Welcome to the PA CareerLink Center Service Orientation, WIA Overview (Process Step 1) B Interested Customers Meet with Workforce Advisor at End of Orientation (Process Step 2) C. Meeting with the Workforce Advisor to Determine Eligibility for WIA Intensive Services Level (Process Step 3) D. Initial Assessment of the Current Need for and Ability to Benefit from WIA Intensive Services E. Customer s Commitment and Partnership Agreement F. Register in WIA at the Intensive Services Level (Process Step 4) G. Dual Enrollment of Trade Act Customers Into the WIA Dislocated Worker Program H. Literacy Liaison: Referrals from myplace (Adult Literacy Services) I. Priority of Service for Veterans and Eligible Spouses J. Data Entry, Case Notes, and Participant File Requirements III. WIA Registration to Initiating WIA Intensive Services Process Steps.. page 25 A. Meet with Workforce Advisor for Comprehensive Assessment and Career Counseling (Process Step 5) B. Developing the Individual Employment Plan C. Identifying the Customer Service Track for Next Steps 2

3 D. Data Entry, Case Notes, and Participant File Requirements IV. Intensive Services to Entered Employment Process Steps. page 30 A. Developing the Job Finding Action Plan (Process Step 6) B. Recommending, Promoting, and Scheduling Supported, Structured Job Finding Services for Continuous Engagement C. Required Customer Contacts with Tangible, Staff-Assisted Service Delivery D. Referring Customers to the Integrated Job Development Team for Assistance in Providing Staff-Assisted Placement Services E. Data Entry, Case Notes, and Participant File Requirements V. Training Services Eligibility to Training Services Registration Process Steps.. page 38 A. Training for Employment Services: On-the-Job Training, Customized Training, and Individual Training Account B. Determining Eligibility to Move to the Training Services Level (Process Step 7.a) C. Preference for ITAs When Funds Are Limited D. Priority of Services for Veterans and Eligible Spouses E. Administering the TABE, Interpreting Results, and Scheduling Next Steps F. Training Readiness Workshop for Potential ITA Customers (Process Step 7.b) G. Meeting with Workforce Advisor to Decide Whether to Register in ITA Training Services (Process Step 7.c) H. Data Entry, Case Notes, and Participant File Requirements VI. Procedures for Recruiting, Determining Eligibility, and Serving On-the-Job Training Participants..... page 48 A. On-the-Job Training Description and Flow Chart 3

4 B. Recruiting Candidates and Determining Eligibility for OJT C. Workforce Advisor Responsibilities During OJT Service Delivery VII. Customer Begins ITA Training to Employment Process Steps page 62 A. Customer Contact, Support, and Services While in ITA Training and at Graduation (Process Step 7.c.3) B. Supported, Structured Job Finding Services for Training-Related Employment (Process Step 8) C. Data Entry, Case Notes, and Participant File Requirements VIII. Entered Employment to Exit to Post-Exit, Follow-Up Services Available Process Steps... page 65 A. Entered Employment (Process Step 8) B. Exit (Process Step 9) C. Post-Exit Follow-Up Services Available (Process Step 10) D. Data Entry, Case Notes, and Participant File Requirements Appendices: Appendix 1: Next Steps Information Package to Be Given to Potential WIA Customers.... page 69 Appendix 2: Customer s Commitment and Partnership Agreement.... page 75 Appendix 3: Job Finding Action Plan......page 79 Appendix 4: Philadelphia Works Self-Sufficiency Standard and Priority of Service.... page 82 Appendix 5: Priority of Service for Veterans and Eligible Spouses.... page 84 4

5 Appendix 6: Philadelphia Works ITA Monitoring Policy... page 87 Appendix 7: Adult and Dislocated Worker Participant File Review Tool.... page 89 5

6 Preface: The WIA Intensive/Training Services Program Infrastructure Within the No Wrong Door System 1. The WIA Intensive/Training Services Program: One Program Partner in the PA CareerLink Center The Center has five teams supervised and functionally led by the Center Site Administrator: A. The Center-Wide Team: All staff located in the Center are on the Center-Wide Team. B. The Universal Services Team: This team is responsible for efficiently and effectively serving customers who enter the Center, initiating quality service delivery, providing a one-on-one welcome meeting, staffing the Career Resource Center, and connecting customers to universal products in the product box and partner programs. C. The EARN Program Team: This team is responsible for EARN services, helping customers overcome barriers to employment and enhancing their job finding and keeping skills, helping customers find and retain jobs, ensuring compliance with program requirements, and achieving the EARN Program performance standards and success indicators. D. The Integrated Job Development Team: This team works with the WIA and EARN Teams and the Business Services Team to achieve the Integrated Job Development success indicators by identifying employment opportunities for specific WIA and EARN customers, contacting employers to urge the hiring of those customers and facilitating the hiring process that results in entered employment. E. The WIA Intensive/Training Services Team: This team is responsible for providing structured, supported job finding services and training for employment services, determining eligibility for those services, and achieving the WIA performance standards and success indicators. 6

7 (Reference Exhibit 1: Center Organizational Chart and Staffing ) 2. Customer Flow from the Universal Services Team to WIA Intensive/Training Services A. WIA Intensive/Training Services are provided to customers who are interested in and meet the eligibility requirements for these services. B. All new Center Customers will receive a one-on-one welcome to the Center which includes referral to the Welcome to the PA CareerLink Center service orientation for those customers who are interested in and potentially eligible for WIA Structured, Supported Job Finding Services and Training for Employment Services. (For more detail, reference the Center-Wide Operations Procedures Manual and Exhibits 2 and 3 at the end of this Preface.) 3. Connectivity of WIA Intensive/Training Services to Other Center and Cross- Center Service Teams Three Teams support the WIA Intensive/Training Services Team in delivering services to its customers and achieving its performance standards and success indicators: A. The Center s Integrated Job Development Team who works with WIA Workforce Advisors to place WIA customers into employment. B. The Cross-Center Community Engagement and Outreach Team that works with Workforce Advisors to reengage WIA customers who are a risk of exiting without employment. C. The Cross-Center Service Enhancement Team that delivers workshops to help customers develop the skills to find and retain jobs and improve their skills to make them more competitive. (Reference Exhibit 4: Connectivity of WIA Intensive/Training Services to Other No Wrong Door Service Teams ) 4. The WIA Intensive/Training Services Team and Staff Responsibilities A. The Center s WIA Intensive/Training Services Team is composed of a Team Leader, Workforce Advisors, and a Quality Assurance and Data Specialist. 7

8 B. The WIA Intensive/Training Services Team Leader is to: (1) Support and champion the vision and implementation of the No Wrong Door service delivery design as specified in the standardized procedures manual and within applicable state and local policies (2) Supervise the WIA Intensive/Training Team members by directing their day-to-day work (3) Ensure and monitor the WIA Intensive/Training Team compliance with program-specific regulations and requirements and provide ongoing coaching to improve the Team s individual and collective performance (4) Provide direct services to WIA Intensive/Training customers when needed to ensure prompt and effective services (including carrying a caseload, when applicable) (5) Achieve the performance outcomes and success Indicators of the WIA Intensive/Training Services C. WIA Intensive/Training Workforce Advisors are to: (1) Provide excellent, prompt, and staff-assisted customer service to customers referred to and served by the WIA Intensive/Training Services program (2) Serve as the case manager for assigned customers and meet the regulatory requirements for eligibility, participation, assessment, development and maintenance of the Individual Employment Plan, and accurate and timely data entry and case notes (3) Work with the Integrated Job Development Team and its Job Developers to transition customers to appropriate employment as quickly as possible (4) Recommend, promote, and schedule universal and specialized product box services for their customers on a continual basis 8

9 (5) Contribute to meeting the performance outcomes and success Indicators of the WIA Intensive/Training Services D. WIA Quality Assurance and Data Specialist is to: (1) Work with the WIA Intensive/Training Services Workforce Advisors and Team Leader to ensure compliant, accurate, and timely entry of required program data (2) Provide technical assistance to team members in meeting data entry requirements (3) Review individual case records to ensure compliance and integrity (4) Analyze data for program trends and make continuous improvement suggestions to enhance performance outcomes 5. WIA Title I Intensive/Training Adult and Dislocated Worker Program Performance Goals and Success Indicators: A. Achieve the established and contractual WIA Common Measures for: (1) Entered Employment (2) Retention (3) Average Earnings B. Continuously improve performance on the success indicators leading to accomplishment of the WIA Common Measures: (1) Number of Newly Registered (including Target Populations) for WIA Intensive and Training Services (2) Percentage Entering Training-Related Employment and Number Achieving Credentials (3) Number of Staff-Assisted Placements in Employment (4) Timely and Accurate Data Entry 9

10 Preface Exhibit 1: Center Organizational Chart and Staffing Integrated Center Leadership Center Site Administrator (Supported by an Administrative Assistant) Designated by the PA CareerLink Operator Consortium, Under Contract with Philadelphia Works, Inc., and In Agreement with the One-Stop Partners Memorandum of Understanding Universal Services Team Team Leader Greeters Workforce Advisors (Welcome and Skills+ Employment) Team Leader Serves as PREP Coordinator One Workforce Advisor Designated as Community Connections and the Learn and Earn Liaison (In Addition to Other Duties) WIA Intensive/ Training Services Team Team Leader Workforce Advisors (WIA) Quality Assurance and Data Specialist One Workforce Advisor Designated as The myplace Liaison (In Addition to Other Duties) Integrated Job Development Team Team Leader Job Developers EARN Program Team Team Leader Workforce Advisors (TANF) Life Skills Coach Instructors Community Service Worksite Developer Quality Assurance and Data Team Leader and Specialists Other Co-Located Partners - Disabled Veterans Outreach Program -Office of Vocational Rehabilitation - Trade WIA Title II Adult Literacy - Others if Co-Located in the Center 10

11 Preface Exhibit 2: Center-Wide Integrated Services Delivery Customer Flow Chart Front-Desk Greeting: All Center Customers First-Time Center Customers (Invited, Referred, Walk-in) Return Center Customers (Appointments, Workshops, Events, CRC) Initial JobGateway Registration One-on-One Welcome Meeting Option: Meet One-on-One with Skills+Employment Team and/or Option: Refer to Welcome to The PA CareerLink Center as First Step to Determine WIA Eligibility The Product Box: Universal Product Box Services WIA Intensive/ Training Services Use CRC Resources and/or Attend Workshop and/or Participate in Center Event and/or Meet One-on-One with Skills+Employment Team and/or Appointment With WIA Workforce Advisor For WIA Intensive/Training Services 11

12 Preface Exhibit 3: Universal Product Box Services Continuously Available to All Center Customers (Including those Registered in WIA Intensive/Training Services) Center Welcome: - Greet and Thank for Coming - Initial JobGateway Registration and Profile - Initial Assessment and Initial Job Matching - Referrals to Partner Programs and CBOs - Opportunity to Meet with Skills+Employment Staff for Customized Workforce Advice - Immediate Availability of Universal Services in Product Box - Next Steps: Promote, Recommend, Schedule First Universal Service/s Universal, Immediately Available, Direct Access Services in the Product Box - Access to Career Resource Center with Staff Support, When Needed and Wanted - Virtual Services - Referrals to and Appointments with Community-Based Organizations - Labor Market Information to Inform Job Search Strategy and Career Choice - Job Matching for Job Leads and Staff-Assisted Job Referrals - Standardized Skill Assessment (Such as KeyTrain, CASAS, or Other Approved PA Department of Education Standardized Assessments for Adults) - Staff-Administered and Interpreted Standardized Skill Assessment (Such as TABE) - Pre-Referral/Pre-Hire Testing for Skill Verification - Job Seeker Self-Directed/Computer-Based Workshops - Job Seeker Job Finding and Job Readiness Group Workshops - Job Seeker Skill Advancement for Employment Group Workshops - WIA Title II Literacy Services (and myplace referrals) - Job Clubs and Professional Networking Groups - Invitation to Employer-Sponsored In-Center Recruitment Event/s - Referral to Center Program Partners (Including WIA Intensive/Training and Education Services for Potential Eligibility and Enrollment) 12

13 Preface Exhibit 4: Connectivity of WIA Intensive/Training Services to Other Services and Service Teams Universal Center Services ( Universal Services Team : Welcome and Skills+Employment Functions) Welcome to the PA CareerLink Center Service Orientation (Delivered by Cross-Center Services Service Enhancement Team ) Cross-Center Services: Community Engagement and Outreach Team Contact and Offer Center Services to Reengage Customers Who Are At Risk of Exiting Without Employment Cross-Center Services: Service Enhancement Team Deliver Workshops to Help Customers Find Jobs and Improve Skills WIA Intensive/ Training Services Structured, Supported Job Finding Services Training for Employment Services Integrated Job Development Team Work with Workforce Advisors to Place Customers Coordinate with the Business Services Team Cross-Center Services: Business Services Team Provide Services to Employers 13

14 Chapter I: The WIA Intensive/Training Services Customer Flow Chart 1. Welcome to the PA CareerLink Center Service Orientation WIA Structured, Supported Job Finding Services and Training for Employment Services 2. Interested Applicants Meet with Workforce Advisor at End of Orientation Workforce Advisor conducts initial assessment, details service expectations, describes eligibility and documentation, and, for customers who have interest, schedule next steps: CWDS JobGateway Registration and Meeting Date to Return with Required Documents 3. Meet with Workforce Advisor Continue Initial Assessment; Determine Intensive Eligibility with Commitment Agreement 4. Register in WIA at the Intensive Services Level Register, if Eligible and Committed; If Not Eligible, Schedule Core Services, Make Referrals 5. Meet with WIA Workforce Advisor to Initiate Intensive Services Delivery Comprehensive Assessment; Develop IEP; Decide Initial Service Track; Schedule Next Services 6. Intensive Services Track: Supported, Structured Job Finding Monitor for Training Services Track Continuously Engage: Promote and Schedule Ongoing, Comprehensive, Staff-Assisted, Core and Intensive Services Case Management, Counseling, Referrals, Workshops, Resume Development, Job Matching, Job Development, Internships/WE 7.a. ITA Training Services Track: Training for Employment Services TABE/Determine Training Eligibility Not Eligible: Provide Intensive Services 7.b ITA Eligible: Readiness Workshop 7.c Register in ITA Training Services 7.d Supported, Structured Job Finding for Training-Related Employment 8. Entered Employment (Decide Whether to Continue to Provide Services) 9. Exit (No Services Received for 90 Days) 10. Post-Exit, Follow-Up Services Available (Retention and Advancement Services) 14

15 Chapter II: Welcome to PA CareerLink Center to WIA Registration Process Steps A. Welcome to the PA CareerLink Center Service Orientation, WIA Overview (Process Step 1) B Interested Customers Meet with Workforce Advisor at End of Orientation (Process Step 2) C. Meeting with the Workforce Advisor to Determine Eligibility for WIA Intensive Services Level (Process Step 3) D. Initial Assessment of the Current Need for and Ability to Benefit from Intensive Services E. Customer s Commitment and Partnership Agreement F. Register in WIA at the Intensive Services Level (Process Step 4) G. Dual Enrollment of Trade Act Customers Into the WIA Dislocated Worker Program H. Literacy Liaison: Referrals from myplace (Adult Literacy Services) I. Priority of Service for Veterans and Eligible Spouses j. Data Entry, Case Notes, and Participant File Requirements 1. Welcome to the PA CareerLink Center Service Orientation 2. Applicants Interested in WIA Services, Meet with Workforce Advisor at End of Meeting 3. Meet with Workforce Advisor to Determine Eligibility for WIA Intensive Services 4. Register in WIA at the Intensive Services Level 5. Meet with WIA Workforce Advisor to Initiate Intensive Services Delivery 15

16 A. Welcome to the PA CareerLink Center Service Orientation, WIA Overview (Process Step 1) (1) The Welcome to the PA CareerLink Center group service orientation is the gateway to being considered for WIA registration and participation, at the Intensive and Training Services Level. All center customers are urged to attend this session, especially those potentially interested in and/or may be in need of WIA services, including: Customers who meet with the Universal Services Team (Welcome and Skills+Employment) are potentially interested WIA Intensive/Training Services (b) (c) Customers who inquire by phone or at the Center about WIA-funded services, including Training Services Customers who are referred by community organizations and partners (2) Upon inquiry, customers will be informed of the next date and time for the Welcome to the PA CareerLink Center service orientation as the first step for potential WIA program participation. (3) This service orientation includes an overview of all center services, including WIA. The WIA program will be described as services (not as a program) with two potential categories of services: (b) Supported, Structured Job Finding Services Training for Employment Services (4) Those attending the service orientation who are potentially interested in either or both of these service categories will be invited to stay after the meeting to meet one-on-one with a WIA Workforce Advisor to discuss next steps to be considered for WIA registration. Customers may also schedule a specific date and time (within one week) to come back to meet with a WIA Workforce Advisor to discuss the next steps. (5) Center staff (including welcome, CRC, workshop presenters, and co-located partners), while providing ongoing services to customers, will identify customers, who are potentially eligible for, interested in, and/or may be in need of WIA services. If these customers have previously attended the service orientation meeting, these customers will be referred to a WIA Workforce Advisor to schedule a meeting to move to Process Step 2 ( Meeting with the Workforce Advisor ). 16

17 B Interested Customers Meet with Workforce Advisor at End of Orientation (Process Step 2) (1) During this meeting, the Workforce Advisor will: (b) Introduce him/herself and thank the customer for being interested Give the customer the next steps information package (in Appendix 1) that: - Describes the two categories of services - Identifies the information and documentation needed to decide service eligibility - Stresses the commitments the customer will need to make to be eligible for these services (c) (d) (e) (f) (g) (h) Walk the customer through the package and requirements to ensure clarity of what is to be brought to the next meeting Answer customer questions as the package is reviewed Emphasize the commitments they will need to make as a critical part of determining eligibility for services Ensure they are registered in JobGateway and, if not, have them register before they leave the Center Refer them to community organizations and partner programs that may provide any needed services Ask if they have a High School Diploma or GED; if not, the Workforce Advisor will: (i) (ii) (iii) Promote and strongly urge participation in the adult education and literacy services of the myplace Program Partner If customers are interested in the services, ask customers if they are registered in myplace and access the MCOL database to determine if they are If they are not registered, use the MCOL database to schedule a myplace appointment 17

18 (i) (j) Set a next meeting date and give the customer an appointment card with contact information Thank them for coming and confirm their commitment to coming to the scheduled meeting and bringing the required documents (2) If the customer has all of the documentation that is required to initiate determination of eligibility for the Intensive Service Level at this meeting, the Workforce Advisor may move directly to Process Step 3 ( Meeting with the Workforce Advisor to Determine Eligibility for WIA Intensive Services ). C. Meeting with the Workforce Advisor to Determine Eligibility for WIA Intensive Services (Process Step 3) The Workforce Advisor will meet with the customer to determine and document all elements of eligibility for Intensive Services: (1) WIA Regulations: Eligibility for Adults and Dislocated Workers Intensive Services There are two categories of adult and dislocated workers who may be considered for WIA Intensive Services (b) Adults and dislocated workers who are unemployed, have received at least one core service and are unable to obtain employment through core services, and are determined to be in need of more intensive services to obtain employment; and Adults and dislocated workers who are employed, have received at least one core service, and are determined to be in need of intensive services to obtain or retain employment that leads to self-sufficiency (2) For a customer to be registered in WIA Intensive Services, the customer must: Meet and Prove Initial Eligibility Requirements: - 18 years of age or older - Legal to work in the United States - Selective Service requirements for males - Income that is not self-sufficient, if employed - Dislocation, if a Dislocated Worker 18

19 (b) Provide Documentation of: - Social Security Number - Residence - Income - Veteran Status, if a Veteran (c) Meet Four Criteria to Move to the Intensive Services Level: (i) Received at least one core service An applicant that has attended the Welcome to the PA CareerLink Center orientation and received an initial assessment by the Workforce Advisor will have received the at least one required core service to move to the intensive service level (ii) Determined to be in need of more Intensive Services to obtain or retain employment An applicant who says s/he: wants help in finding a job, has not been able to find one, and is ready to look for a job will be determined to need more Intensive Services (iii) Assessed as being currently able to benefit from and fully participate in WIA Intensive Services During the initial assessment, the Workforce Advisor will determine if the applicant can currently benefit from and fully participate in Intensive Services. If the applicant is currently unable to benefit and participate, the applicant will be determined to not need intensive services at this time and be appropriately referred. (iv) Committed to actively looking for a job and participating in the services in the mutually agreed upon Individual Employment Plan and Job Finding Action Plan An applicant will be asked to commit to actively participate in services as an indicator of their need for intensive services and a signed Commitment and Partnership Agreement will be required as a condition for Intensive Services eligibility 19

20 (3) A determination of the need for Intensive Services as established by the initial assessment and the applicant s inability to obtain employment through the core services provided, must be contained in the participant's case file. This case note must include the rationale for the determination of the need for Intensive Services. D. Initial Assessment of the Current Need for and Ability to Benefit from WIA Intensive Services (1) During the initial assessment, the Workforce Advisor will ask questions of the applicant to determine if the applicant can currently benefit from and fully participate in Intensive Services, as a condition of needing Intensive Services. (2) A WIA applicant who has one or more of the following current characteristics will be found to not need Intensive Services, since the applicant is unlikely to be able to benefit from and fully participate in Intensive services at this time: (b) (c) (d) (e) Applicant states that employment is not a goal Applicant has immediate need for shelter, sustenance, and/or health care Applicant is in an abusive relationship and is in immediate danger (or children are in danger) Applicant is under house arrest or has a pending court date Applicant has achievement of a GED/High School Diploma as his/her only goal (and not employment) (3) An applicant who has one of more of these characteristics will be referred to an appropriate community agency and/or partner to help the applicant meet their immediate (4) The applicants will be told that they are welcome to reapply at any time after the identified immediate needs are resolved or ameliorated. (5) Workforce Advisors will make a case note indicating the reason/s for not registering the applicant into WIA Intensive Services and the referral that was made to help the customer with their immediate needs and to prepare them for the potential for reapplication. (6) All applicants will be encouraged to use the services in the Universal Product Box. 20

21 E. Customer s Commitment and Partnership Agreement (1) The Workforce Advisor will discuss this Agreement (in Appendix 1) in-depth with customers being considered for registration at the WIA Intensive Services Level. Each of the commitments will be reviewed one-by-one and customers will be asked to orally commit to each prior to signing the agreement. (2) Only customers who sign this Agreement will be considered for eligibility for Intensive Services. Workforce Advisors will use these commitments as a major ingredient in deciding whether to register a customer into Intensive Services. F. Register in WIA at the Intensive Services Level (Process Step 4) (1) If the customer has met all eligibility requirements, the requirements are documented in the participant file, and the customer has signed the Commitment and Partnership Agreement, the Workforce Advisor will recommend registration of the customer into WIA Intensive Services. (2) The WIA Team Leader will review the customer s eligibility and documentation. (3) Once the customer is registered in WIA, the Workforce Advisor will schedule a meeting with the customer (within one week) to provide comprehensive assessment, career counseling, and Individual Employment Plan development. (4) If the customer is found to not be eligible for WIA Intensive Services, the customer will be: - Urged to use the services in the Universal Product Box - Connected to partner programs, if potentially eligible - Referred to other community resources and organizations G. Dual Enrollment of Trade Act Customers into the WIA Dislocated Worker Program (1) When the Trade Act Partner enrolls a customer into the Trade Act Program, the Trade Act staff will refer that customer to the WIA Intensive/Training Services Team Leader. 21

22 (2) The WIA Team Leader will then assign a WIA Workforce Advisor to automatically co-enroll that customer into the WIA Dislocated Worker Program. (3) The assigned WIA Workforce Advisor will then assume responsibility for providing Intensive and Training services in compliance with the requirements of these procedures. H. Literacy Liaison: Referrals from myplace (Adult Literacy Programs): (1) The WIA Team Leader will serve as the Literacy Liaison for the WIA/Intensive Services Program. (2) The Literacy Liaison will serve as the point of contact for referrals from myplace (Adult Literacy Programs). (3) The myplace (Adult Literacy Program) will refer customers to the Literacy Liaison who have completed a myplace course or GED who is looking for employment or occupational training and have reading and math skills at least at the eighth grade level. (4) When customers meeting the criteria are referred, the Literacy Liaison (through the Workforce Advisors) will determine eligibility for WIA at the Intensive Services Level (using the same eligibility requirements as for all customers who are seeking services at the Intensive Services level). (5) If the referred customer meets the eligibility for services at the WIA Intensive Services Level, the customer will be registered into WIA. I. Priority of Service for Veterans and Eligible Spouses (1) Veterans and eligible spouses must be given priority for registration at the WIA Intensive Services level. (2) Priority means that veterans and eligible spouses are entitled to precedence over non-covered persons for services. This means that a veteran or an eligible spouse either receives access to a service earlier in time than a non-covered person or, if the resource is limited, the veteran or eligible spouse receives access to the service instead of or before the non-covered person. (3) The WIA Intensive/Training Program will comply with the priority of service requirements in USDOL TEGL (which is included as Appendix 5). J. Data Entry, Case Notes, and Participant File Requirements 22

23 (1) The Workforce Advisor will use the electronic WIA Application form in CWDS to record all required information (2) The participant file (with appropriate case notes) for customers registered at the WIA Intensive Services Level must be compliant with the Adult and Dislocated Worker Participant File Review Tool (in Appendix 6) and include: (b) A completed and signed Workforce Investment Act Application Signatures on: - Consent to Release Information - Participant Waiver Release for Employment Information - Statement of Receipt of Participant Civil Rights Form - WIA Grievance Procedures (c) Eligibility documentation for: - Age - Legal to work - Income - Selective Service registration (if applicable) or documentation the participant was unaware of the registration requirement - Dislocation (if applicable) - Veteran status or spouse of Veteran (if applicable) (d) At least one Core Service provided with determination of need for Intensive Services (including the rationale for the determination of the need for Intensive Services ) (3) Services and service codes during the Welcome to the PA CareerLink Center to WIA Registration Process Steps, include: Welcome to the PA CareerLink Center Service Orientation: 930 (b) Review of the Tell Us About Yourself and Initial Assessment: INVW 23

24 (c) (d) If registered into WIA Intensive Services: CS00 Staff-Assisted Job Search and Placement Assistance, Including Career Counseling : CSO1 (4) The WIA Quality Assurance and Data Specialist (working with the WIA Intensive/Training Team Leader and the staff of Philadelphia Works) to review customer case records for compliant, accurate, and timely data entry. (5) The WIA Quality Assurance and Data Specialist will identify any repetitive errors and provide the training and technical assistance that is needed to improve compliant, accurate, and timely data entry. 24

25 Chapter III: WIA Registration to Initiating WIA Intensive Services Process Steps A. Meeting with Workforce Advisor for Comprehensive Assessment and Career Counseling (Process Step 5) B. Developing The Individual Employment Plan C. Identifying the Customer Service Track for Next Steps D. Data Entry, Case Notes, and Participant File Requirements 4. Register in WIA at the Intensive Services Level 5. Meet with WIA Workforce Advisor to Initiate Intensive Services Delivery Comprehensive Assessment; Develop IEP; Decide Initial Service Track; Schedule Next Services 6. Intensive Services Track: Supported, Structured Job Finding 7.a. ITA Training Services Track: Training for Employment Services A. Meeting with Workforce Advisor for Comprehensive Assessment and Career Counseling (Process Step 5) (1) After the customer is registered in WIA at the Intensive Services Level, the Workforce Advisor will meet (either the same day, if time permits, or within one week) to provide comprehensive assessment and counseling to develop the Individual Employment Plan (IEP). (2) The IEP is required first step for all WIA customers for Supported, Structured Job Finding Services and Training for Employment Services. (3) As a prelude to the development of the IEP, the Workforce Advisor will conduct a comprehensive and specialized assessment of the skill levels and service needs of the customers, which may include diagnostic testing and use of other assessment tools and in-depth interviewing and evaluation to identify employment barriers and appropriate employment goals B. Developing The Individual Employment Plan 25

26 In developing the IEP (and updating it, as appropriate), the Workforce Advisor will comply with the following federal, state, and Philadelphia Works policies and requirements: (1) The WIA regulations definition of the Individual Employment Plan is: The individual employment plan is an ongoing strategy jointly developed by the participant and the Workforce Advisor that identifies the participant's employment goals, the appropriate achievement objectives, and the appropriate combination of services for the participant to achieve the employment goals. (2) State and Philadelphia Works policy requires the IEP to be a separate document from the WIA Application and is to be created after the participant has been found eligible for Intensive Services. (3) The IEP is to be signed by both the participant and the Workforce Advisor. (4) The IEP is a living document and is to be reviewed on a regular basis and updated whenever a change is made to the participant s plan; any changes must be mutually agreed by the participant and Workforce Advisor and again signed. (5) The goal for most participants is to obtain full-time employment. (6) Assessment of skills and abilities is a key ingredient in developing the IEP and assessment outcomes are to be documented on the IEP. (7) It is the responsibility of the Workforce Advisor to assist the participant in making informed choices and decisions about the service elements of his/her IEP. (8) The IEP is to document any barriers to employment and the steps the participant will take to address those barriers. (9) The IEP is to include the services, referrals for services (if any), and the estimated start and end dates of each service. (10) Workforce Advisors are to comply with the Philadelphia Works IEP policy (which is attached) in the development and updating of the IEP. C. Identifying the Customer Service Track for Next Steps (1) If the IEP has employment as a goal and does not include occupational training as a planned objective, customers will move to the Supported, Structured Job Finding Services track (Process Step 6). 26

27 If time permits and the customer desires to do so, the Workforce Advisor can immediately move to the development of the Job Finding Action Plan (described in Chapter IV). If it is not possible to develop this Action Plan immediately, a meeting to do so will be scheduled within the next week after the development of the IEP. (2) If the IEP includes the potential for occupational training as a planned objective, the customer will move to the Training for Employment Services track (Process Step 7) and be scheduled to take the TABE as the first step to determine his/her potential eligibility for ITA training services (as outlined in Chapter V). D. Data Entry, Case Notes, and Participant File Requirements (1) The participant file (with appropriate case notes) for customers registered at the WIA Intensive Services Level must be compliant with the Adult and Dislocated Worker Participant File Review Tool (in Appendix 6), including: (b) (c) Documentation of at least one Intensive Service provided Documentation of assessment provided A mutually agreed IEP, signed by both the participant and the Workforce Advisor (2) Depending on the services delivered, this meeting with the Workforce Advisor and the development of the IEP, may include the following service codes: (b) (c) (d) Comprehensive and specialized assessments of the skill levels and service needs of adults and dislocated workers may include diagnostic testing and use of other assessment tools; and in-depth interviewing and evaluation to identify employment barriers and appropriate employment goals. (CWDS service code = IS01) Development of an individual employment plan: to identify the employment goals, appropriate achievement objectives, and the appropriate combination of services for the participant to achieve the employment goals (CWDS service code = IS02) Individual counseling and career planning (CWDS service code = IS05) Case management for participants seeking training services (CWDS service code = IS04) 27

28 (3) The WIA Quality Assurance and Data Specialist (working with the WIA Intensive/Training Team Leader and the staff of Philadelphia Works) to review participant files (and case notes) for compliance with the requirements of the Adult and Dislocated Worker Participant File Review Tool. (5) The WIA Quality Assurance and Data Specialist will identify any repetitive deficiencies and provide the training and technical assistance that is needed to improve compliance. 28

29 Philadelphia Works Individual Employment Plan Policy The IEP will identify the appropriate combination of services for a participant to achieve their employment goals. The IEP is an on going/living document that is jointly developed by the participant and the Workforce Advisor. It is a step-by-step process identifying the participant s: Appropriate employment goals Appropriate achievement objectives Appropriate combination of services to achieve the employment goals While jointly developing the IEP with the participant, the Workforce Advisor will outline which services are needed to obtain an employment goal(s). The IEP must also include the specific action that is needed to accomplish the goal, barriers that need to be removed in order to achieve the goal and the timeframe by which the goals are to be completed. Any services delivered through other partners should be coordinated by the Workforce Advisor (i.e. GED) and include in the plan. The IEP must be updated when necessary and reviewed on a regular basis. All IEP s must be created, developed and updated in the Commonwealth s Workforce Development System (CWDS). The creation of the IEP must be done as part of the WIA registration process and signed by both the participant and the Workforce Advisor. While the IEP is done during the WIA registration process, it is important to note that the IEP is separate from the WIA application document. Any major updates to the IEP should be developed jointly, mutually agreed upon and signed by the Workforce Advisor and the participant. An example of when an updated IEP needs to be signed: If the Workforce Advisor refers the participant to a GED provider When the participant passes the GED exam and is ready for the next step/phase in his plan (employment, ITA, secondary education, etc.) The participant completes the ITA training The IEP is a document that indicates the date a goal/service began, if a goal has been achieved or lack thereof. The Workforce Advisor s notes elaborate on the interactions with the participant and provides the narrative that supports the IEP. Any new or major changes in a participant s goals must be jointly agreed upon and signed and maintained in the customer s file. 29

30 Chapter IV: Intensive Services to Employment Process Steps A. Developing the Job Finding Action Plan (Process Step 6) B. Recommending, Promoting and Scheduling Supported, Structured Job Finding Services for Continuous Engagement C. Required Customer Contacts with Tangible, Staff-Assisted Service Delivery D. Referring Customers to the Integrated Job Development Team for Assistance in Providing Staff-Assisted Placement Services E. Data Entry, Case Notes, and Participant File Requirements 5. Meet with WIA Workforce Advisor to Initiate Intensive Services Delivery Comprehensive Assessment; Develop IEP; Decide Initial Service Track; Schedule Next Services 6. Intensive Services Track: Supported, Structured Job Finding A. Complete Job Finding Action Plan with Customer - Align with the Individual Employment Plan - Move to Training for Employment Services Track if Interested and Potentially Eligible B. Engage Continuously: - Promote and Schedule Ongoing, Comprehensive, Staff-Assisted Core and Intensive Services - Offer and Provide Case Management, Counseling, Referrals, Workshops, Job Search Advice, Resume Assistance, Job Matching and Referral, Job Development C. Maintain Contact with Customer and Ensure Service Delivery - At Least One Countable Service Every 90 Days Until Employed - At Least One In-Person or Telephone Meeting With Service Delivery Every Month - Match Customers in JobGateway at Least Weekly and Inform Customer of Matched Openings - Workforce Advisor Always Available by Phone and to Provide Services D. Refer Customers to the Integrated Job Development Team E. Enter Services Codes and Case Notes in CWDS 8. Employment (Decide Whether to Continue to Provide Services) 30

31 A. Developing the Job Finding Action Plan (Process Step 6) (1) At the first meeting with the Workforce Advisor (after eligibility is determined for Supported, Structured Job Finding Services and WIA registration at the Intensive Services Level), the Workforce Advisor will work with the customer to develop a customized Job Finding Action Plan. (Reference Appendix 3) (2) The Job Finding Action Plan is to be aligned with the customer s developed Individual Employment Plan. The Action Plan provides additional detail and specifics on the steps the customer will take and the services and support the Workforce Advisor will provide to help the customer find a job. (3) Developing the Job Finding Action Plan is an opportunity for the Workforce Advisor to: (b) (c) (d) (e) Help the customer identify and access resources that will make them more employable and more likely to find a job Support the customer by developing the structure needed to find a job Promote PA CareerLink Center services in the Universal Product Box, including workshops Increase the odds a countable service will be provided at least once every 90 days Plan customer contact dates and methods to deliver countable services (4) The customer will be given a copy of the Job Finding Action Plan and the Workforce Advisor will retain a copy. This Action Plan will be the basis for discussion at each customer meeting (whether by phone or in-person) and be updated with new planned, staff-assisted services and participant activities until employment is achieved. B. Recommending, Promoting and Scheduling Supported, Structured Job Finding Services for Continuous Engagement (1) The primary outcome goal of Supported, Structured Job Finding Services is to help the customer find a job through continuously engaging them in service delivery. (2) Oftentimes, customers will not know the services available or the services that are needed. It is the responsibility of the Workforce Advisor to provide advice and proactively recommend services. 31

32 (3) Job Finding activities (depending on customer interest and need) can include: workshops; one-on-one Workforce Advisor feedback on job search strategies; referrals to community organizations and partners; additional skill assessments; enhanced JobGateway resume development; and others. (4) Customers will be urged (and scheduled) to: (b) (c) (d) Enhance their JobGateway profile for improved job matching Develop a hard-copy and electronic resume Attend at least one PA CareerLink Center Workshop every two weeks Match for jobs in JobGateway at least once a week Apply for at least 5 jobs a week (5) During the development of the Job Finding Action Plan, the customer may express interest in occupational training. If so: (b) (c) (d) The Workforce Advisor will explain Training for Employment Services and eligibility requirements and move the customer to the Training Services Track, including scheduling the TABE (Process Step 7.a., Chapter V). If the customer is moved to the Training Services Track, the Job Finding Action Plan will be put on hold (if it is the preference of the customer) during the determination of eligibility for Training Services. If the customer is not found eligible for and Training Services, the Workforce Advisor will immediately work with the customer to continue to develop and implement the Job Finding Action Plan. All ITA Training Services customers are to initiate the development and implementation of their Job Finding Action Plan not later than three months before they are to graduate from training. (6) The Job Finding Action Plan includes the dates for customers to report on their progress and to meet with the Workforce Advisor again (by phone and/or in-person). The scheduling of these dates are critical to maintaining contact with the customer, providing countable services, and efficiently planning the time of the Workforce Advisor. 32

33 C. Required Customer Contacts with Tangible, Staff-Assisted Service Delivery (1) Workforce Advisors are responsible to maintain contact (and provide countable services) with all assigned customers by: (b) (c) (d) (e) Scheduling and meeting in-person or by phone with each customer at least once a month Informing the customer of the Workforce Advisor s continuous availability by phone or and urging customer-initiated contact to report on progress or seek advice Matching each customer in JobGateway on a weekly basis and referring the customer to identified jobs (by phone or ) Reviewing attendance rosters for nonattendance at workshops scheduled and, if the customer did not attend, immediately contacting the customer (by phone or ) to let him/her know s/he was missed and can be rescheduled. Reviewing the participation and service records for each customer on a monthly basis to identify any customer who has not received a countable service within 45 days and targeting those customers for contact and countable service delivery (2) When Workforce Advisors meet the above contact standards (and provide services), they will have met the overall performance expectation of ensuring at least one countable service is provided to a customer every 90 days until the customer is employed. (3) The purpose of customer contact is to provide a countable, staff-assisted service. Contacts (or attempts to contact a participant) are not in itself a service. Collecting additional documentation needed for a file is not a service. (4) Workforce Advisors are to make every customer contact a countable service by providing (whenever possible, at each and every customer contact) Individual Counseling and Career Planning (IS05) (5) The Cross-Center Services Community Engagement and Outreach Team will work with the WIA Intensive/Training Services Team to reengage customers who are at risk of exiting without known employment. The Community Engagement and Outreach Team will: 33

34 (b) (c) (d) (e) Monitor CWDS records of WIA-registered customers to identify customers who have not received a countable service in the last 45 days. Notify the appropriate WIA Intensive/Training Services Team Leader (and Workforce Advisor) of the customer s current lack of service engagement Seek background information on the customer and discuss the best strategy for reengagement Attempt (using multiple methods) to make contact with the customer to provide a meaningful, tangible, and countable service and/or promote other Center services for reengagement If the customer is contacted, the Community Engagement and Outreach Team will notify the appropriate WIA Intensive/Training Services Team Leader and Workforce Advisor of the contact and any services provided and/or scheduled. D. Referring Customers to the Integrated Job Development Team for Assistance in Providing Staff-Assisted Placement Services (1) The Integrated Job Development Team works to help customers find employment through staff-assisted placement services. (2) These services are provided in conjunction with Workforce Advisors. (3) When Workforce Advisors are working with customers in developing their Job Finding Action Plans, they will: (b) (c) Inform the customer of the availability of staff-assisted placement services Communicate that these services do not replace the customer s individual responsibility to implement his/her Job Finding Action Plan and to actively seek employment Set the expectation that to maximize return from staff-assisted placement services the customer will need to have (at a minimum): (i) (ii) (iii) Entered a quality JobGateway profile; Developed a resume in hard-copy and electronic formats Attended at least one interviewing workshop 34

35 (d) Notify the customer that a Job Developer (with the specific name of the job developer, if it is known) will be contacting him/her to learn more about their job qualifications and discuss potential job opportunities. (4) The Workforce Advisor will then refer the customer to the Integrated Job Development Team by: (b) (c) Notifying the Integrated Job Development Team Leader of the customer s availability for staff-assisted services Transmitting the customer s Job Finding Action Plan Providing a copy of the customer s most recent resume, if available (5) The Integrated Job Development Team will notify the referring Workforce Advisor of the specific Job Developer who has been assigned the responsibility for providing staff-assisted placement services to that customer. (6) Referral does not mean that the Workforce Advisor hands-off responsibility to achieve the customer s entered employment to the Job Developer. The Workforce Advisor maintains prime responsibility for assisting the customer in implementing (and updating) his/her Job Finding Action Plan, connecting customers to the services and workshops in the Product Box, maintaining service contact with the customer, and helping the customer enter employment. (7) As Job Developers provide staff-assisted placement services to customers, they will enter appropriate service codes and case notes in the customers case records. (8) The assigned Job Developer and the assigned Workforce Advisor will provide continuous updates to each other on the customer s job finding activities and improvements needed to achieve success in entered employment. (9) If the assigned Workforce Advisor and the Job Developer believe that a joint meeting with the customer would be beneficial and the customer is interested in doing so, the Workforce Advisor will schedule a joint meeting to discuss the customer s job finding activities and potential improvements for job finding success. E. Data Entry, Case Notes, and Participant File Requirements 35

36 (1) After meeting with the customer and developing the Job Finding Action Plan, the Workforce Advisor will have delivered Individual Counseling and Career Planning (IS05) and this service should be entered (with appropriate case notes) in CWDS. (2) As services are provided (as the customer implements his/her Job Finding Action Plan ), the Workforce Advisor will add a service code for services provided and, then, add an appropriate case note. (3) If there is an unsuccessful contact attempt with the customer, the Workforce Advisor will document the activity with a case note (e.g., Attempted to contract participant via phone. Left message. ) (4) Potential services and service codes as the customer implements his/her job Finding Action Plan, include: 36

37 (5) The WIA Quality Assurance and Data Specialist (working with the WIA Intensive/Training Team Leader and the staff of Philadelphia Works) to review customer case records and case notes for compliant, accurate, and timely data entry. (6) The WIA Quality Assurance and Data Specialist will identify any repetitive errors and provide the training and technical assistance that is needed to improve compliant, accurate, and timely data entry. 37

38 Chapter V: Training Eligibility to Training Services Registration Process Steps 7.a ITA Training Services Track: Training for Employment Services (ITA) Administer Group TABE and Determine Potential Training Services Eligibility 7.a.1 TABE Scores: Math or Reading Below 8.0 Referral to myplace Services Provider Provide Intensive, Supported, Structured Job Finding Services When Remediated, Provide Opportunity Meet with Workforce Advisor to Determine Eligibility for Training Services 7.b TABE Scores: Math and Reading Both 8.0 or Above 7.b.1 Meet with Workforce Advisor Determine Eligibility for ITA Training Services - If Not Eligible, Continue to Provide Intensive Services - If Eligible, Schedule ITA Training Readiness Workshop Readiness Workshop 7.c Register in Training Services - LMI/High Priority Occups - FAFSA Assistance - ITA Applications - Next Steps 7.b.3 Meet with Workforce Advisor Review ITA Application - Recommend for ITA: Initiate Internal File Review - Not Recommend for ITA, Provide Intensive Services 38

39 Chapter V: Training Eligibility to Training Services Registration Process Steps A. Training for Employment Services: On-the-Job Training, Customized Training, and Individual Training Accounts B. Determining Eligibility to Move to the Training Services Level (Process Step 7.a) C. Preference for ITAs When Funds Are Limited D. Administering the TABE, Interpreting Results, and Scheduling Next Steps E. Training Readiness Workshop for Potential ITA Customers (Process Step 7.b) F. Meeting with Workforce Advisor to Decide Whether to Register in ITA Training Services (Process Step 7.c) G. Data Entry, Case Notes, and Participant File Requirements A. Training for Employment Services: On-the-Job Training (OJT), Customized Training (CT), and Individual Training Account (ITA) (1) There are two types of Training for Employment Services : (b) Employer-Sponsored Training, which includes both On-the-Job Training and Customized Job Training Individual Training Accounts (2) Employer-Sponsored Training is arranged by the Business Service Representatives. (The process steps and procedures for Employer-Sponsored Training are in Chapter IV.) (3) Customers interested in and potentially eligible for Individual Training Accounts, will enter through Process Step 7.a. ( Determining Eligibility for Training for Employment Services, including TABE testing). B. Determining Eligibility to Move to the Training Services Level (Process Step 7.a) For customers to be registered in the Training for Employment Services level, all of the following regulatory and procedural conditions must be met: 39

40 (1) Have met the eligibility requirement for Intensive Services and have received at least one Intensive Service All customers will have met the eligibility requirement for Intensive Services and received at least one Intensive Service prior to consideration for the training services level through development of the IEP (Process Step 5) The Workforce Advisor will document the receipt of at least one intensive service in the participant file (2) Determined to be unable to obtain or retain employment through Intensive Services and determined to be in need of Training Services The Workforce Advisor will recommend this determination while developing the IEP and use the following criteria in making these determinations: (b) The customer does not have the needed skills, qualifications, and/or credentials to successfully compete for and find jobs that lead to selfsufficiency without training services; and, The customer s interest in and commitment to participating in training services that will result in training-related employment (as outlined in the IEP and as indicated by the customer s signed, Commitment and Partnership Agreement ) This need for training services will be documented by the Workforce Advisor in in the participant file (3) Have the skills and qualifications to successfully complete the selected training program All customers (with a few exceptions as outlined in these procedures) who are being considered for Training Services will take the TABE as a first step to determine if they have the skills and qualifications to successfully complete the training program and, depending upon the scores, the customer will either be considered for Training Services or continue to receive only Intensive Services. (4) Select a program of training services that is directly linked to the employment opportunities either in the local area or in another area to which the individual is willing to relocate Philadelphia Works has identified High Priority Occupations and customers receiving Training Services will choose from the 40

41 occupational training on this list, which is provided by Eligible Training Providers When customers select training from these lists, this eligibility criterion will have been met (5) Are unable to obtain grant assistance from other sources to pay the costs of such training or require WIA assistance in addition to other sources of grant assistance, including Federal Pell Grants (b) (b) (c) All customers (with one exception) who are being considered for Training Services will complete the FAFSA and other training provider scholarship and funding applications, prior to being considered for WIA-funded Individual Training Accounts Customers that are interested in a training provided by a provider that is not Pell-eligible, will be exempted from the requirement to complete the FAFSA Customers will seek financial aid from other sources prior to being considered for WIA-funded ITA s and, if other financial aid is identified, this aid will be used instead of WIA funds or as a supplement to WIA funds Customer receiving non-wia funds for training instead of or as a supplement for WIA funds may still be registered at the Training Services level. (If non-wia funds are used, a case note will be created indicating the amount and source of funds with the standardized subject line of Other Funded Training. C. Preference for ITAs When Funds Are Limited (1) If Philadelphia Works determines that WIA funds are limited and/or expenditures for WIA-funded training has reached the maximum level, the Self-Sufficiency Standard and Priority of Service policy will be instituted. Preference for ITAs will then be given to customers who meet the targeted criteria. (This policy is in Appendix 4.) D. Priority of Service for Veterans and Eligible Spouses (1) Veterans and eligible spouses must be given priority for registration at the WIA Training Services level. (2) Priority means that veterans and eligible spouses are entitled to precedence over non-covered persons for services. This means that a 41

42 veteran or an eligible spouse either receives access to a service earlier in time than a non-covered person or, if the resource is limited, the veteran or eligible spouse receives access to the service instead of or before the non-covered person. (3) The WIA Intensive/Training Program will comply with the priority of service requirements in USDOL TEGL (which is included as Appendix 5). E. Administering the TABE, Interpreting Results, and Scheduling Next Steps (1) Customers interested in and potentially eligible for ITA Training Services are to be scheduled for TABE testing as the first step. (b) (c) (c) Customers who have an Associates degree or higher (from a school within the United States) will be exempt from the process step requirement to first take the TABE as a prelude to determining eligibility for Training Services. Customers who have participated or are participating in myplace literacy services that have TABE/CASA scores within the last six months are exempted from this TABE testing requirement. The Workforce Advisor will access these scores from the MCOL database and use those scores to move to the next step in determining eligibility for WIA Training Services. Customers who have taken the TABE within the last six-months are also exempted from this requirement, if the customer can provide the scores of the Workforce Advisor can access the scores accessed by the customer or the Workforce Advisor Customers who are being considered for employer-sponsored training will also be exempted from this requirement, unless the employer requires it, since the TABE is to determine sufficient skills for ITA classroom training. (2) After the TABE has been administered, the Workforce Advisor will review the results and meet with the customer (on the same day, if possible, and, if not possible, at a scheduled meeting within one week). Depending upon the TABE results, the Workforce Advisor will then recommend and schedule (with agreement of the customer) the next service steps: If the TABE scores in reading or math are below 8.0, the customer is not eligible for ITA Training Services (since they are unlikely to have the skills and qualifications to successfully complete the training program ). 42

43 These customers will then be urged to participate in literacy services and referred to myplace (adult literacy services). These customers will continue to receive Structured, Supported Job Finding Services at the Core B and Intensive Service Levels. These customers will continue to receive Structured, Supported Job Finding Services at the Core B and Intensive Service Levels while in skill remediation or, if the customer decides not to participate in remediation services, instead of remediation services. As the customer s math and/or reading skills are improved by myplace services, the customer will be invited to re-take the TABE and, if both the reading and math scores are 8.0 or above, the customer will be moved to the next step in determining eligibility for Training Services. (b) If the TABE scores in both reading and math are both above 8.0, the customer is potentially eligible for Training Services, since they are likely to have the skills and qualifications to successfully complete the training program. (If these customers are found eligible for Training for Employment Services and they then select training that requires higher scores in reading and/or math, they will only be eligible for training when they have the required reading and math scores for that training.) These customers will then be scheduled for the next steps in determining eligibility for training services: Attending the Training Readiness Workshop (Process Step 7.b.2). To help customers prepare for this workshop, they will be asked to accomplish the following, if possible, before attending: - Complete and bring with them the FAFSA - Review the High Priority Occupations and Eligible Training Providers list and identify potential training and training providers of interest - Complete ITA Application I F. Training Readiness Workshop for Potential ITA Customers (Process Step 7.b.2) 43

44 (1) The Training Readiness Workshop includes the following agenda, presentations, discussions, and activities: (b) (c) (d) (e) (f) The purpose of Training for Employment Services is to not just go to school, but also find training-related jobs after graduation. If selected, the customer will need to commit to: attending classes, reporting on progress on a regular basis, initiating job search while in training, and seeking training-related employment Career exploration and labor market information (including High Priority Occupations) Applying for financial aid, including completion of the FAFSA Selecting a training provider and informed customer choice (ITA Application II requirements) Scheduling next steps: - Revise ITA Application I, if needed - Complete the FAFSA and apply for other potential financial aid - Research and make a tentative choice of occupational training and training provider - Contact the tentative training provider/s and have them complete ITA Application II - Schedule a meeting (within one week) with the Workforce Advisor to determine registration into ITA Training Services (2) The Workforce Advisor will be available to meet one-on-one with customers after the Training Readiness Workshop to answer questions, ensure clarity of expectations, provide assistance in meeting next step requirements, and confirming the next meeting. G. Meeting with Workforce Advisor to Determine Whether to Register in ITA Training Services (Process Step 7.c) (1) This meeting includes: A review of the completed ITA Application I and the completed FAFSA and financial aid application/s 44

45 (b) (c) (d) Career counseling to discuss and confirm the tentative choice of occupational training and training provider/s A review of the complete ITA Application II A discussion of what is expected while the customer is in training and after training graduation: Since the customer will have already signed the Commitment and Partnership Agreement when found eligible for Intensive Services, they will be asked to re-commit (by initialing next) to that section of the agreement that is specific to Training Services: If you are selected for training for employment services, you will attend classes, report on your progress, initiate your job search while you are in training, and seek employment related to your training The Workforce Advisor will explain in detail these customer expectations and requirements: - Report training progress and submit attendance time sheets by the first day of each month while in training; this reporting and submission can be done by or in-person with the Workforce Advisor. - By not later than 3 months before graduation, to meet with the Workforce Advisor to develop and implement the Job Finding Action Plan and to initiate the search for training-related employment. (e) A description of next steps, including the process for approving the application for Training Services and the approximate date for decision on whether it will be approved or not. (2) If the customer has submitted all required documents and signed the Commitment and Partnership Agreement, the Workforce Advisor will then place all documents in the participant file with a recommendation for approval for Training Services. (b) This file will be forwarded to Quality Assurance for review and approval recommendation. If Quality Assurance s review finds the required documents do not meet requirements, the file will be returned to the Workforce Advisor who will rectify the errors and, if necessary, contact the customer for additional information for completion. 45

46 (c) (d) (e) (f) If Quality Assurance determines the documents meet requirements, the file will then be forwarded to Philadelphia Works for review and approval (at least 6 weeks prior to the start of the training program). When Philadelphia Works approves the ITA, the Workforce Advisor will be notified of the approval and the Workforce Advisor will immediately notify the customer of the approval. The Workforce Advisor confirms with the training provider that the customer has started training and is attending the training classes. After five days of attendance, the Workforce Advisor will then register the customer in Training Services (Process Step 7.c) H. Data Entry, Case Notes, and Participant File Requirements (1) The participant file (with appropriate case notes) for customers registered at the WIA Training Services Level must be compliant with the Adult and Dislocated Worker Participant File Review Tool (in Appendix 6) and include: (b) (c) (d) (e) (f) (g) Determination and documentation that training is needed Documentation that at least one intensive service was received An updated IEP with TABE Assessment Results and Appropriate Objectives Evidence of participant training research, training is tied to a demand occupation, and training is provided by an Eligible Training Provider A signed training agreement The dates of application for training and the date the training application was approved Total cost of the training program with documentation that other resources were sought and/or applied (2) Services and service codes during the Training Eligibility to Training Services Registration Process Steps, include: TABE (Process Step 7.a.): AT08 46

47 (b) (c) (d) (e) (f) Meeting with Workforce Advisor to Interpret TABE, Initiate Training Eligibility Determination, and Plan Next Steps (Process Step 7.b.1): IS01 and IS04 Customers referred to the myplace Service Provider: HOTSPR Training Readiness Workshop (Process Step 7.b.2): CSO4 and ISO4 Meeting with the Workforce Advisor to Determine Training Eligibility (Process Step 7.b.3): IS04 and IS05 Registration into Training Services (Process Step 7.c): - Occupational Skills Training: TS01 - On-the-Job Training: TS02 - Customized Training: TS09 (3) The WIA Quality Assurance and Data Specialist (working with the WIA Intensive/Training Team Leader and the staff of Philadelphia Works) to review participant files (and case notes) for compliance with the requirements of the Adult and Dislocated Worker Participant File Review Tool and these procedures. (4) The WIA Quality Assurance and Data Specialist will identify any repetitive deficiencies and provide the training and technical assistance that is needed to improve compliance. 47

48 Chapter VI. Procedures for Recruiting, Determining Eligibility, and Serving On-the-Job Training Participants A. OJT Flow Chart OJT1. Business Services Representative Identifies Employers Interested in OJT and Initiates the OJT Contracting Process OJT2. Business Service Representative Initiates Recruitment - BSR and Workforce Advisors Review WIA Customers to Identify Potential Trainees - If No WIA Customers Meet Employer Specifications, EARN Customers, the UC Customer List, Outsourcing, and/or Employer s Candidates of Interest Are Used to Identify Potential Trainees OJT3.a WIA Registered Assigned Workforce Advisor Meets to Determine Interest in and Qualifications for OJT Position If Only Registered For Intensive Services, Determine Eligibility for Training Services Need, Employer Specifications Update IEP and Refer to BSR If Previously Registered for Training, Determine if Meets Qualifications for OJT Position Update IEP and Refer to BSR If Eligible for Training, Interested, and Meets Employer Qualifications OJT3.b Not WIA Registered Assigned Workforce Advisor Meets to Determine WIA Eligibility and Applicant s Interest in and Qualifications for OJT Position Determine Eligibility for Intensive Services Documentation, Need, Commitment If Eligible: Register, Develop IEP Determine Eligibility for Training Services Need, Employer Specifications If Eligible for Training, Interested, and Meets Employer Qualifications OJT4. Workforce Advisor Refers OJT Candidates to BSR for Approval 48

49 OJT5. Approved OJT Candidates Interviewed by Employer OJT6. Employer Selects and Hires Candidate for OJT Position and Signs OJT Contract - BSR Notifies WIA Workforce Advisor of Training Start and End Dates, Hour Per Week, OJT Wage, Total Cost of OJT, and Job Title - Workforce Advisor Updates IEP - Business Service Representative Contacts Employer to Verify Participant Started OJT7. Workforce Advisor Maintains Contact with OJT Participant While In Training to Offer Workplace Counseling Services - Contacts Participant in the First Two Weeks After OJT Start Date and Then Contacts Monthly During the OJT Contract Period - Reports on Participant Progress and Workplace Challenges to BSR, As Needed OJT8. Business Services Representatives Assesses Training Progress and Verifies OJT Completion and Continued Employment with the Training Employer OJT8.a Trainee Successfully Completes OJT Assigned Workforce Advisor Updates IEP, Enters Placement in CWDS, and Places Documentation in File If No Further Services Provided to Participant for 90 Days, the Participant Exits OJT8.b Trainee Does Not Successfully Complete OJT BSR and Workforce Advisor Coordinate on Participant Termination Procedures Workforce Advisor Updates IEP and Places Documentation in File Workforce Advisor Contacts Participant to Offer Additional WIA Services If No Further Services Provided to Participant for 90 Days, the Participant Exits 49

50 A. On-the-Job Training Description and Flow Chart (1) The WIA On-The-Job Training (OJT) program is a customized training activity designed for WIA eligible participants to earn wages while they learn new job skills that are required by the employer in the OJT position. The program provides the employer a wage reimbursement ranging from 50 to 90 percent for up to 26 weeks for providing this additional training (as outlined in the agreed upon training plan). This wage-reimbursement is to compensate the employer for the extraordinary costs of training an employee that does not currently have the skills for the position. The employer hires the OJT participant as an employee at the initiation of the training period. It is expected the OJT participant (who successfully completes the agreed upon training plan) will continue to be employed by the employer after the contracted training period. (2) OJT is Employer-Sponsored Training under the WIA Training for Employment Services. Consequently, all OJT participants must be determined eligible for both the WIA Intensive Services and WIA Training Services levels (with a compliant IEP) prior to being considered by the employer as a candidate for the OJT position. (3) The OJT flow chart describes the process steps required to ensure compliance with these eligibility requirements. (4) Initiation of the OJT Contracting Process (Process Step OJT1) (b) The Business Service Representative meets with the employer to explain the terms of the OJT Contract to be signed and, if the employer agrees, initiates the recruitment process. When the BSR meets with the potential OJT employer, the BSR will: (i) (ii) (i) Review the OJT recruitment process and the WIA participant eligibility requirements Identify the preferred and required characteristics of the candidates to be referred for the training, including skill level and past work experience, if any Develop with the employer a timeframe for recruiting, scheduling interviews, and the hiring process 50

51 (ii) Promote additional Comprehensive Recruitment and Placement Services (c) (d) (e) The BSR will send an to the employer within 24-hours thanking the employer for the opportunity to meet them and work with them and confirm the requirements for the training position and the recruitment process. The BSR will record this meeting in CWDS (or another Philadelphia Works-designated data system) through a case note. The BSR then enters the OJT job order details into JobGateway. The BSR assigns him/herself to the job order in JobGateway and provides Service Level 4 to the OJT employer (i.e., Staff-assisted, referral quality control with the BSR acting as the referral gateway). The BSR will add to the staff summary in CWDS (or another Philadelphia Works-designated data system) the notation that, This is on-the-job training for Philadelphia residents only. All referrals must meet WIA eligibility requirements. B. Recruiting Candidates and Determining Eligibility for OJT (1) Business Service Representative Initiates Recruitment (Process Step OJT2) (b) (c) (d) The BSR provides Workforce Advisors with a copy of the identified OJT job description, the training plan, and any additional information learned by the BSR during the initial employer meeting for the purpose of identifying potential OJT trainee/s. Priority consideration for OJT positions will be give to WIA registered customers. WIA registered customers are defined as active participants in the WIA Adult/Dislocated Worker program/s with updated service codes and case notes who has not been exited from the program. The BSR will work with Workforce Advisors to identify those current WIA-registered participant/s who meet the minimum specifications for the OJT position as identified by the sponsoring employer. If no WIA registered customer/s meets the minimum specifications, the BSR will use the following additional sources to identify potential applicants for the OJT position (i) EARN Program customers 51

52 (ii) (iii) (iv) The Unemployment Compensation List of individuals determined eligible for unemployment compensation based on labor status Outsourcing, which is the recruitment of WIA applicants who may be potentially considered for the OJT position (if eligible and interested) through job fairs, college/university career centers, vocational or technical schools, or other such recruitment sources Employer s Candidate/s of Interest are individual/s identified by the employer as potential trainees for the OJT position, if found eligible for WIA services (e) After the identification of potential candidates for the OJT position, the assigned Workforce Advisor will contact those candidates and arrange for a meeting to plan next steps for the candidate to be considered. The process of determining eligibility varies by whether the potential candidate is currently WIA registered or a potential candidate who is not currently WIA registered. (2) Potential OJT Candidate is Currently WIA Registered (Process Step OJT3.a) (b) (c) (d) (e) The assigned Workforce Advisor contacts the current WIA participant and meets to determine the participant s interest in and the employer s specifications for the OJT position. The Workforce Advisor will provide the WIA participant with the OJT job description and the training plan and ask the participant if s/he is potentially interested. If interested, the Workforce Advisor will then assess (with the participant) the employer s specifications for the OJT position and determine if the participant meets the minimum requirements and specifications. If the participant meets the minimum requirements, the Workforce Advisor will then explain the OJT program and the expectations of the participant if the employer selects him/her for training. If the participant is interested and meets the minimum requirements for the OJT position, the Workforce Advisor will ensure eligibility for 52

53 WIA training services prior to referral of the participant to the BSR for approval. (f) If the WIA participant is currently only registered for the WIA Intensive Services level, the Workforce Advisor will: (i) Determine Training Service level eligibility: - The participant will have met the eligibility requirements for Intensive Services and have received at least one Intensive Service. (Potential OJT candidates will have met this eligibility requirement during their current participation in WIA.) - Determine the participant is unable to obtain or retain employment through Intensive Services and be determined to be in need of Training Services. (Participants who are currently participating in Intensive Services who have not yet found employment and are not likely to do so in the near future will meet this requirement.) - Decide the potential OJT participant has the skills and qualifications to successfully complete the selected training program (If the participant meets the minimum specifications as defined by the employer for the OJT position, the participant will meet this eligibility criteria; the TABE will not be required as a prelude to referring the participant to the BSR for approval, unless the employer has requested that it be administered prior to referral.) (ii) If the participant is eligible for Training Services and the participant meets minimum specifications for the OJT position and the participant is interested in the OJT position, the Workforce Advisor will then refer the participant to the BSR for approval. (g) If the WIA participant is currently registered for the Training Services level: 53

54 Since the participant is already determined eligible for training services, the Workforce Advisor will refer those participant/s who meet the minimum specifications to the BSR for approval. (h) The Workforce Advisor will update the IEP of any referred participant and enter Service Code ISO4 in CWDS with an appropriate case note. (3) Potential Candidate is Not WIA Registered (Process Step OJT3.b) (b) The assigned Workforce Advisor contacts the potential OJT candidate and meets to determine the WIA applicant s eligibility for WIA services, his/her interest in the OJT position, and whether the applicant meets the employer specifications for the OJT position During the meeting, the Workforce Advisor will provide a WIA service orientation, including the criteria for eligibility to be selected for WIA services, including OJT. (This one-on-one service orientation will meet the requirement of the Welcome to the PA CareerLink service orientation that is required as a prelude for WIA services.) (c) The WIA applicant will be informed of the required documentation that is needed to determine initial WIA eligibility (If the applicant has the acceptable, needed documentation at the time of the meting, the Workforce Advisor will move to determining eligibility for WIA Intensive Services. If the documents are not available, another meeting, with one week, will be scheduled for the participant to return with the needed documents so determination of eligibility for Intensive Services may be initiated.) (d) (e) (f) The Workforce Advisor will then determine the WIA applicant s eligibility for Intensive Services, including meeting and proving initial eligibility requirements, providing the required documents, and meeting all criteria to move to the Intensive Services level. If eligible, the Workforce Advisor will register the participant in WIA at the Intensive Services level and enter Service Code CS00 with an appropriate case note. The Workforce Advisor will then initiate the development of the Individual Employment Plan and enter the CWDS Service Codes ISO2 and ISO5. 54

55 (The participant who is a potential OJT candidate will not be required to develop a the WIA-required Job Finding Action Plan, since the IEP will meet this requirement.) (g) (h) (i) (j) The Workforce Advisor will provide the WIA participant with the OJT job description and the training plan and asks the participant if s/he is potentially interested. If interested, the Workforce Advisor will then assess (with the participant) the employer s specifications for the OJT position and determine if the participant meets the minimum requirements. If the participant meets the minimum requirements, the Workforce Advisor will then explain the OJT program and the expectations of the participant if the employer selects him/her for training. The Workforce Advisor will then determine the participant s eligibility for the Training Services level: (i) The participant will have met the eligibility requirements for Intensive Services and have received at least one Intensive Service. (Potential OJT candidates will have already met this eligibility requirement by completing the IEP.) (ii) Determine the participant is unable to obtain or retain employment through Intensive Services and be determined to be in need of Training Services. (Participants who are currently unemployed and can be helped to become employed by the OJT opportunity will meet this requirement.) (iii) Decide the potential OJT participant has the skills and qualifications to successfully complete the selected training program (If the participant meets the minimum specifications for the OJT position, the participant will meet this eligibility criterion. The TABE will not be required as a prelude to referring the participant to the BSR for approval, unless the employer has requested that it be administered prior to referral.) (k) If the participant is eligible for Training Services and the participant meets employer specifications for the OJT position and the participant 55

56 is interested in the OJT position, the Workforce Advisor will refer the participant to the BSR for approval. (The Workforce Advisor will ensure the participant has met all eligibility requirements for WIA intensive and training services prior to the referral of any participant to the BSR for approval.) (l) The Workforce Advisor will update the IEP of any referred participant and enter Service Code ISO4 in CWDS with an appropriate case note. (4) Workforce Advisor refers OJT candidate/s to Business Service Representative for approval (Process Step OJT4) (b) (c) (d) The BSR will review OJT candidates referred by the Workforce Advisor/s to determine whether they meet the employer s specifications and, if so, they will be approved for referral to the employer. If a referred candidate does not meet the specifications, the BSR will notify the Workforce Advisor who will either provide additional information for the participant s consideration or plan next steps with the participant to seek other employment opportunities using Supported, Structure Job Finding Services at the Intensive Services level. If no candidate meets the specifications, the BSR working (with the Workforce Advisors) will continue the recruitment process until candidates who are both eligible for WIA and meet the employer s minimum specification are identified. If the referred candidate meets the minimum specifications, the BSR will notify the employer of the candidate and request an interview of the candidate for the OJT position. (5) Approved OJT candidate/s interviewed by employer (Process Step OJT5) and Employer selects and hires OJT candidate/s for OJT position and signs OJT Contract (Process Step OJT6) (b) Business Service Representative contacts the employer to determine if the referred candidate/s is to be hired and begin training. If so, the required OJT contract (with the training plan) will be completed and signed by the employer. The BSR will then confirm the start date and notify the Workforce Advisor. 56

57 (c) (d) (e) (f) (g) Before start date, the BSR informs the Workforce Advisor of the training start and end dates, the job title, the hours per week, the OJT wage, and the total cost of the OJT The BSR contacts the employer to verify the participants has started and the approved training plan has been initiated The BSR reports the OJT hire to the Center Administrator, including participant name, participant ID, and the start date. The Center Administrator informs Quality Assurance of the OJT start in the weekly performance report. The Workforce Advisor updates the IEP of any hired OJT participant and will enter Service Code TS02 in CWDS with an appropriate case note; the participant s training plan will be attached to and aligned with the IEP The BSR updates the OJT job order in CWDS, including: hired participant/s, participants not hired as not selected, and close or place the job order on hold C. BSR and Workforce Advisor Responsibilities During OJT Service Delivery (1) Workforce Advisor maintains contact with OJT participant while in training to offer workplace counseling services (Process Step OJT7) The Workforce Advisor contacts the OJT participant (by phone or ) within the first two weeks of the start of the OJT contract period to learn the participant s perspective on his/her progress on the training plan and to identify any workplace challenges. (b) The Workforce Advisor will then contact the OJT participant every 30 days until the OJT contract period is concluded. (c) (d) If the participant identifies workplace challenges, the Workforce Advisor will notify the BSR and determine what steps may be taken to improve the situation. When the Workforce Advisor contacts the OJT participant, the Workforce Advisor should provide workplace counseling services. If such services are provided, the Workforce Advisor will enter Service Code IS08 into CWDS with an appropriate case note. 57

58 (2) The BSR contacts the employer within the first two weeks of the start of the OJT contract period (and monthly thereafter) to assess the training progress and performance of the participant (b) (c) If participant performance issues are identified, the BSR notifies the Workforce Advisor, so the Workforce Advisor can contact the participant and provide workplace counseling to improve performance. During the employer contacts, the BSR identifies any new job openings the employer may have and promote Comprehensive Recruitment and Placement Services The BSR updates the employer record in CWDS (or another Philadelphia Works-designated data system) to describe each employer contact during the OJT contract period. (3) The BSR conducts at least one on-site monitoring visit during the training period The purpose of the on-site monitoring visit is to assesses the participant s progress in employment and training and ensure employer compliance with the OJT contract terms This on-site monitoring visit is to be scheduled within a two-week period around the training midpoint (i) (ii) (iii) (iv) The BSR schedules the on-site monitoring visit with both the employer and the participant. If the employer has multiple OJT participants, the scheduled visit should occur on a date when several employees can be monitored at once. The BSR completes the OJT monitoring report and places it in the participant s file. If the BSR identifies issues that may affect a participant s successful completion of OJT program, the BSR coordinates with the employer, the Workforce Advisor, and the participant to develop a corrective action plan. The BSR updates the employer record and adds a case note documenting the monitoring visit in CWDS (or another Philadelphia Works-designated data system). (3) The BSR verifies OJT completion and continued employment with the employer (Process Step OJT7) 58

59 (b) The BSR contacts the employer at the end of the OJT contract period to confirm the successful completion of the OJT by the participant and the continued employment of the participant. The BSR collects the following documentation from the employer: (i) (ii) The OJT evaluation form (completed and signed by both the employer and the participant) Employment verification, which may include either: - A participant exit form completed and signed by both the employer and the participant or - Participant exit form completed and signed by the BSR and one of the following: - A payroll register or - A letter, , or fax from the employer confirming the start date, wage, title, number of hours, and benefits. or - A print-out from The Work Number or other third-party verification or - State/federal wage record. (4) Trainee successfully completes OJT (Process Step OJT8.a) (b) If the WIA participant successfully completes the OJT, the BSR will give the signed evaluation form and employment verification documentation to the Workforce Advisor for inclusion in the participant s file. The Workforce Advisor enters placement on the TS02 Service Code in CWDS and includes a case note with placement details. (5) Participant termination prior to completion of OJT (Process Step OJT 8.b) If a participant or employer reports the termination of a trainee from an OJT position, the first staff person notified is to implement the following procedures (i) If the BSR is the first staff person to be notified, the following process steps are taken: 59

60 - The BSR obtains all pertinent information and completes the Philadelphia Works Termination Form. - The BSR reports the termination by , accompanied by an attachment of the completed Philadelphia Works Termination Form, to the assigned Workforce Advisor, Quality Assurance, and the Site Administrator - The BSR notifies the Philadelphia Works Finance Department of the termination via , accompanied by an attachment of the completed Philadelphia Works Termination Form. (ii) If the Workforce Advisor is the first staff person to be notified, the following process steps are taken: - Notifies the assigned BSR. - The BSR contacts the employer to obtain all pertinent information and completes a Philadelphia Works Termination Form. - The BSR sends the Philadelphia Works Termination Form to the assigned Workforce Advisor - The BSR reports the termination by , accompanied by an attachment of the completed Philadelphia Works Termination Form, Quality Assurance, and the Site Administrator - The BSR notifies the Philadelphia Works Finance Department of the termination via , accompanied by an attachment of the completed Philadelphia Works Termination Form. (b) (c) In all cases where the participant is terminated prior to completion of the OJT, the Workforce Advisor updates the IEP (Service Code IS02) and notes the end of the OJT activity in CWDS (TS02, End Service, No Outcome ) with an appropriate case note. The Workforce Advisor contacts the participants and offers Supported, Structured Job Finding Services and urges the participant to meet to develop the Job Finding Action Plan. 60

61 (6) If no further services are provided within 90 days to those participants completing or not completing OJT, the participant will exit. 61

62 Chapter VII: Customer Begins ITA Training to Entered Employment Process Steps A. Customer Contact, Support, and Services While in ITA Training and at Graduation (Process Step 7.c.3) B. Supported, Structured Job Finding Services for Training-Related Employment (Process Steps 6 and 7.d) C. Data Entry and Case Notes 7.c.1 Register in Training Services 7.c.2 Customer Begins ITA Training 7.c.3 Workforce Advisor Supports Customer While in ITA Training 6. Intensive Services Track: Supported, Structured Job Finding 7.d. Supported, Structured Job Finding Services for Training-Related Employment 8. Entered Employment (Decide Whether to Continue to Provide Services) A. Customer Support and Contact While in ITA Training Customers receiving ITAs, will be contacted, supported, and provided services by the Workforce Advisor while the customer is in training: (1) All customers receiving an ITA will be contacted within two weeks after beginning training to determine successful training initiation and to offer support, if needed. This contact will be documented in a case note and, if the customer is provided a service during the contact, it will be recorded in CWDS. (2) All customers receiving an ITA will have contact with the Workforce Advisor at least monthly during their participation in the training program. Customers will have committed to providing attendance sheets and progress reports on a monthly basis as part of the agreement signed at the time of 62

63 determining eligibility for Training Services; consequently, only those customers not keeping this commitment will need to be contacted by the Workforce Advisor If the customer does not provide the required attendance and progress reports, the Workforce Advisor may contact the training provider to receive these required documents. All customer and/or training provider contacts will be documented with a case note and, if the customer is contacted and provided a countable service, the countable service will be entered into CWDS. (3) When a customer has not received a countable service in the last 45 days and the Workforce Advisor has not been able to make contact with the customer, the Workforce Advisor will notify the Community Engagement and Outreach Team. The Workforce Advisor will document at least three meaningful contact attempts prior to this notification. The Community Engagement and Outreach Team will continue to attempt to make contact with the customer and offer services to reengage the customer in service delivery and prevent exit without employment. (4) Workforce Advisors are to conduct an onsite ITA monitoring visit at least once during the course of training and complete the Site Visit Report. (This policy and report format is in Appendix 5.) (5) All customers receiving an ITA will be contacted at the midpoint of training completion to schedule an in-person meeting with the Workforce Advisor to initiate Supported Structured Job Finding Services for Training-Related Employment. B. Structured, Supported Job Finding Services for Training-Related Employment (Process Steps 6 and 7.d) (I) Three-months prior to graduation, ITA customers will meet with the Workforce Advisor to develop (and refine) the Job Finding Action Plan as described in Chapter IV (Process Step 6). (2) Customers will be expected to participate in job-finding activities while in training and after graduation until employed in training related employment. (3) The Workforce Advisor will notify the Integrated Job Development Team of the customer s impending graduation, so the Job Developers may promote the customer to employers hiring in the trained occupation. (Reference Chapter IV.D for additional detail on Workforce Advisor referral to the Integrated Job Development Team.) 63

64 C. Data Entry, Case Notes, and Participant File Requirements (1) The participant file (with appropriate case notes) for customers registered at the WIA Training Services Level must be compliant with the Adult and Dislocated Worker Participant File Review Tool (in Appendix 6) and include: (b) (c) Date the training began and ended Documentation of completion, if completed Proof of attendance, if ITA, and job description and training plan, if OJT (2) Services and service codes during the Training Services Registration to Employment Process Steps: (b) (c) For OJT customers, who receive workplace counseling while in training: IS05 For ITA customers who are contacted and served while in training: ISO5 For ITA customers who meet with the Workforce Advisor to develop the Job Finding Action Plan: IS05 (3) The WIA Quality Assurance and Data Specialist (working with the WIA Intensive/Training Team Leader and the staff of Philadelphia Works) to review participant files (and case notes) for compliance with the requirements of the Adult and Dislocated Worker Participant File Review Tool and these procedures. (4) The WIA Quality Assurance and Data Specialist will identify any repetitive deficiencies and provide the training and technical assistance that is needed to improve compliance. 64

65 Chapter VIII: Entered Employment to Exit to Post-Exit Follow-Up Services Available Process Steps A. Entered Employment (Process Step 8) B. Hard and Soft Exits (Process Step 9) C. Post-Exit, Follow-Up Services Available (Process Step 10) D. Data Entry, Case Notes, and Participant File Requirements 8. Entered Employment Decide Whether to Continue to Provide Services 9. Exit No Services Received for 90 Days 10. Post-Exit, Follow-Up Services Available for One Year Retention and Career Advancement Services A. Entered Employment (Process Step 8) (1) Workforce Advisors have the responsibility to know when customers enter employment through making the required customer contacts and by providing active support in the customers implementation of their Job Finding Action Plan. (2) Customers committed to report employment when they signed the Commitment and Partnership Agreement and they are to be reminded to do so at every contact by the Workforce Advisor. B. Exit (Process Step 9) (1) Exit occurs when the customer has not received a documented service within the last 90 days. (2) Employment alone does not necessarily mean the customer will be exited, since the customer may wish to receive WIA services to continue to look for a 65

66 better job or, in the case of ITA-funded training, will want to continue to seek training-related employment. (3) Customers who enter employment in part-time jobs or in occupations with high turnover rates are to be given priority in providing continued services while employed and still in the program. (4) All customers will be informed of the availability of retention and career advancement services after employment (and while continuing to participate in the program) and the follow-up services available for one year after being exited from the program. C. Post-Exit, Follow-Up Services Available (Process Step 10) (1) The purpose of making post-exit, follow-up services available is to enhance labor market retention, wage gain, and career progress for customers who have entered unsubsidized employment and exited the program. (2) All potential WIA-registrants and WIA participants will be continuously informed of the availability of retention and advancement services after they get jobs and exit the program. (3) The frequency of contact and the intensity of these services depend on the needs and interests of each customer. (4) Post-exit, follow-up services may include (but are not limited to): (b) (c) (d) (e) Career planning and counseling Employer contact and assistance with work-related issues Peer group support systems Information about education and training opportunities Referral to supportive services D. Data Entry, Case Notes, and Participant File Requirements (1) The participant file (with appropriate case notes) for customers entering employment must be compliant with the Adult and Dislocated Worker Participant File Review Tool (in Appendix 6) and include: (b) Date of entered employment and wages Method by which entered employment was verified 66

67 (c) Indication of whether the employment is training-related, if the participant received training services (2) When post-exit follow-up services are provided, the following service codes may be applicable: 67

68 Appendices: Appendix 1: Next Steps Information Package to Be Give to Potential WIA Customers page 69 Appendix 2: Customer s Commitment and Partnership Agreement.... page 75 Appendix 3: Job Finding Action Plan..... page 79 Appendix 4: Philadelphia Works Self-Sufficiency Standard and Priority of Service Policy... page 82 Appendix 5: Priority of Service for Veterans and Eligible Spouses page 84 Appendix 6: Philadelphia Works ITA Monitoring Policy page 87 Appendix 7: Adult and Dislocated Worker Participant File Review Tool page 89 68

69 Appendix 1: Next Steps Information Package to Be Given to Potential WIA Customers The PA CareerLink Center Wants To Help You Find a Job! Two ways we can work together to help you find a job: 1. Actively support your job search with one-on-one assistance and customized services 2. Potentially help you access job training leading to jobs, if you are interested and eligible When you decide to join us (and you are found eligible), the PA CareerLink Center will: - Assign a specific staff person to be your personal contact at PA CareerLink - Help you identify your skills and set career goals through career counseling - Work with you to develop a customized Individual Employment Plan to help you plan the action steps you will take to find a job - Provide you access to services to improve your job finding skills (including developing your resume and identifying job leads for which you are qualified) and offer personalized feedback on your job search - Identify (and recommend) skill development and training opportunities (for which you may be potentially eligible) to improve your labor market competitiveness - Identify services and resources to help you overcome personal challenges you may have in looking for (and keeping) a job - Stick with you until you find a job and provide support during the first few months after you start the job---pa CareerLink services are always available to help you further your career and find a better job If you are interested, the first steps are: 1. Register in JobGateway (if you have not already done so), so you can be matched with job leads 2. Make an appointment to meet with staff 69

70 3. Complete the attached Please Tell Us About Yourself and provide information on your education, work history, and current job search activities 4. Bring this information and the attached required proof documents to the meeting with you 5. Be prepared to discuss your commitment to actively participate in the agreed upon services until you find a job If you are found to be eligible and you decide you want to join us, you will need to commit to: - Implementing the mutually-agreed upon action steps in the your Individual Employment Plan and Job Finding Action Plan - Looking hard for a job and taking personal responsibility for finding a job with the active support of staff - Scheduling and attending at least one PA CareerLink Center workshop every two weeks - Using JobGateway to match for jobs leads at least weekly - Keeping telephone and office appointments with staff and reporting at least monthly on your job finding activities and progress - Updating your contact information, whenever it changes - Notifying staff when you have found a job, including the name of the employer and contact information - If you are selected for training for employment services, attending classes, reporting on your progress, initiating your job search while you are in training, and seeking employment related to your training Your Appointment Date and Time: You Will Meet With: If You Have Questions, Call: 70

71 Please Tell Us About Yourself - Please provide the following information, so you can be connected to services to help you find a job - Please bring this information with you to your scheduled meeting Date You Registered in JobGateway : 71

72 72

73 What you will need to bring to the next meeting To be eligible to receive Supported, Structured Job Finding Services (and to be potentially eligible for training scholarships), you will need to prove: - Date of Birth (Must be at least 18) Best and Easiest Proof: Driver s License or Government-Issued ID Card; Passport OR Birth Certificate - Residence Best and Easiest Proof: Driver s License or Government-Issued ID Card OR Current Utility Bill - Social Security Number Best and Easiest Proof: Social Security Card - Right-to-Work in the United States Best and Easiest Proof: Social Security Card with Photo ID OR Naturalization Card OR Work Authorized Alien Registration Card - Income Best and Easiest Proof: If Currently Employed, Most Recent Pay Stub. Best and Easiest Proof: If Unemployed, please bring proof all income, including most recent bank statement, child support orders, public assistance, unemployment compensation, and social security benefits. Other Items That May Be Needed: - If you have recently been laid-off, please bring your Lay-Off Notice - If you are a male born after December 31, 1959, you must be registered with the Selective Service. If you are over 26 and not registered, staff will help you complete what s needed to meet this requirement - If you are a Veteran or Spouse of a Veteran, please bring your DD-214 Please bring these documents to your scheduled meeting. The sooner you provide them, the sooner you will have the opportunity to receive services. If you have questions or need help in providing these documents, please let us know. (A full list of acceptable proof for each category is on the next page. Please remember you need to bring at least one from each category.) 73

74 Proof Needed to Receive Supported, Structured Job Finding Services (And Potentially Eligible for WIA-Funded Training Scholarships Please bring one from each category If you have questions or need help in providing these documents, please let us know. DATE OF BIRTH Baptismal Record (if Date of Birth shown) Birth Certificate DD-214, Report of Transfer or Discharge Paper Driver s License or Government-Issued ID Card Hospital Record of Birth (if Full Name shown) Passport Public Assistance/Social Service Records (CIS Print- Out) School Records/ID Card Work Permit RESIDENCE Current Utility Bill DPW Print-Out Driver s License or Government-Issued ID Card Lease or Rent Receipt Post-Marked Envelope Shelter Letter Unemployment Letter Voter s Registration Card SOCIAL SECURITY NUMBER DD-214, Report of Transfer or Discharge Employment Records IRS Form Letter 1722 Letter from Social Service Agency Pay Stub (if SSN is listed) Public Assistance/Social Service Records (CIS Print- Out) Social Security Benefits Documents Social Security Card Unemployment Letter (if SSN listed) Unemployment Records (if SSN listed) W-2 Form CITIZENSHIP/RIGHT-TO-WORK Baptismal Certificate (with place of birth) Birth Certificate DD-214, Report of Transfer or Discharge (with place of birth) Food Stamp Record Hospital Record (with place of birth) Native American Tribal Document Naturalization Certificate Public Assistance/Social Service Records (CIS Print- Out) U.S. Passport OR Foreign Passport Stamped Eligible to Work Social Security Card (Work Eligible) WITH Photo I.D. Work Authorized Alien Registration Card I-9 Form o o 1 Document From List A OR 1 Document from List B and 1 Document from List C INCOME Currently Employed: Most Recent Pay Stub Schedule C Tax Form or Tax Accountant Statement from a CPA (if self-employed) Unemployed and/or Other Income Sources: Bank Statements Child Support Order and/or Check Stub DD-214 and Armed Forces Pay Stubs Lay Off Notice Letter From Shelter Pension Annuity Statement Public Assistance/Social Service Records (CIS Print- Out) SSI Award Letter Social Security Benefits Letter (current) Unemployment Computer Print-Out Unemployment Letter Self-Attestation [Team Lead INITIALS ] 74

75 Appendix 2: Customer s Commitment and Partnership Agreement The PA CareerLink Center Wants To Help You Find a Job! When you decide to join us (and you are found eligible), Philadelphia Works will: - Assign a specific staff person to be your personal contact at the Center - Help you identify your skills and set career goals through career counseling - Work with you to develop a customized Individual Employment Plan and Job Finding Action Plan to help you plan the steps you will take to find a job - Provide you access to services to improve your job finding skills (including developing your resume and identifying job leads for which you are qualified) and offer personalized feedback on your job search - Identify (and recommend) skill development and training opportunities (for which you may be potentially eligible) to improve your competitiveness - Identify services and resources to help you overcome personal challenges you may have in looking for (and keeping) a job - Stick with you until you find a job and provide support during the first few months after you start the job ---PA CareerLink Center services are always available to help you further your career and find a better job If you are found to be eligible and you decide you want to join us, you commit to: - Implementing the mutually-agreed upon action steps in the your Individual Employment Plan and your Job Finding Action Plan - Looking hard for a job and taking personal responsibility for finding a job with the active support of staff - Scheduling and attending at least one Center workshop every two weeks - Using JobGateway to match for jobs leads at least weekly - Keeping telephone and office appointments with staff and reporting at least monthly on your job search activities and progress - Updating your contact information, whenever it changes - Notifying staff when you have found a job, including the name of the employer with contact information - If you are selected for training for employment services, attending classes, reporting on your progress, initiating your job search while you are in training, and seeking employment related to your training Signed Date 75

76 Appendix 3: Job Finding Action Plan PA CareerLink Wants to Help You Find a Job! Your Job Finding Action Plan Job Finding Strategies Resources to Help Recommendations Your Action Steps Target Date/s Available Workshops: - 21 st Century Career Workshop Understand the Philadelphia Labor Market and Set a Job Goal - Exploring Your Job Options - Hot Jobs in Philadelphia Online: philaworks.emsicareercoach.com Available Workshops: - Do s, Don ts, and Whys of Resumes and Cover Letters Develop Your Resume and Be Prepared to Customize It for Specific Jobs - Job Search and Resume Writing Tools - Resume Critique - Optimizing Job Applications - Veterans Workshop: Applying to Online Job Leads - Gain Edge on Federal Employ Online: 76

77 Job Finding Strategies Resources to Help Recommendations Your Action Steps Target Date/s Learn How to Interview Effectively Available Workshops: - What to Say in an Interview - Mock Interview - Negotiating a Better Job Offer Look for Job Openings Continuously Online (At Home or In the Center): - JobGateway: - Weekly Hot Jobs List: Available Workshops: Expand Your Job Finding Strategies and Network - Finding a Job Using Social Media Networking: - Professional Networking Group - LinkedIn Online Professional Networking Group Learn and Prove Your Skills: Know Your Skills and What You Have to Offer Employers - Reading/Math - Prove It - WorkKeys/ - Career Readiness Credential 77

78 Job Finding Strategies Resources to Help Recommendations Your Action Steps Target Date/s Available Workshops: - Digital Literacy Workshop - Healthcare Literacy Workshop Skill Enhancement: Increase Your Skills While Looking for a Job - Literacy and GED - English as a Second Language - Online Learning Opportunities KeyTrain Job Training: - Individual Training Accounts - JobTrak PA Available Workshops: - Credit 101 by Pathways PA - Money Management Overcome Any Personal Challenges to Job Finding - Succeeding in the Workplace Program - Ex-Offender Workshop Referrals to Community Resources Referrals to PA CareerLink Partners 78

79 Your Job Finding Action Plan: Summary of Your Next Steps Your Action Steps Your Action Steps Dates/Times/Logistics PA CareerLink Workshops (Recommendation: At Least 2 a Month) Set Job Goal Develop a Resume Enhance Your JobGateway Resume Identify Job Openings (Recommendation: At Least 1 Time a Week) Apply for Job Openings (Recommendation: At Least 5 a Week) Learn and Improve Your Skills Increase Your Skills Overcome Job Finding Challenges You Report Your Progress We Meet Again We Talk by Phone 79

80 Choose from These Job-Finding Workshops for Your Job Finding Action Plan 21st Century Career Workshop Learn more about the fastest growing occupations in today s market, including IT and technical jobs, learn more about marketing your skills via social media as well as information about gaining an edge in today s employment marketplace. (1-hour 55+ Program There are thousands of mature workers in the Delaware Valley, ages 55 and older, who for many reasons are interested in and motivated to continue active and meaningful employment. JEVS Career Solutions for 55+ offers a free employment program designed to help older adults learn new skills, secure new jobs, and improve their lives. Credit 101 by Pathways PA Improve your financial health by learning how to enhance your credit, deal with creditors and bill collectors, manage credit wisely, and protect your information. (1-hour) Digital Literacy Workshop Acquire basic computer skills to more easily search for and apply to job openings. Attendees receive access to valuable Microsoft e-learning tools, so that online lessons may be completed at their own pace and from the comfort of home. (2- hours) Do s, Don ts, and Why s of Resumes and Cover Letters Learn how to build a marketable and professional resume and cover letter in this comprehensive workshop. We will discuss what information is most valuable to include on your resume, as well as what may be omitted. (2-hours) Ex-Offender Workshop by R.I.S.E. Is a criminal background slowing your work search? Have questions about expungement and other ex-offender issues? Visit this workshop to get started on a new and promising path. (2- hours) Exploring Your Job Options Identify your goals, interests, skills, preferences, salary requirements, and work priorities to develop a list of jobs that best match you. This workshop is particularly helpful for career changers and those having difficulty moving forward in their job search. (2-hours) Finding a Job Using Social Media Employers are turning to LinkedIn, Twitter, and Facebook to find candidates. Don t be left behind! Learn how to use these tools to your advantage in this innovative workshop. (2-hours) Gaining the Edge on Federal Employment Gain the edge on federal employment! Details coming soon. Healthcare Literacy Workshop Become a more competitive candidate when applying to jobs in the healthcare sector! Receive an introduction to the healthcare landscape by learning foundational information on Medicare, Medicaid, HMO, health reform, and many other critical topics. (1-hour) Hot Jobs in Philadelphia Explore and discuss valuable local labor market information in this hands-on workshop. Participants will find out which occupations and industries are growing and in-demand locally. Important websites will be demonstrated. (1-hour) Job Search and Resume Writing Tools Do you have basic computer skills but have difficulty creating your own resume? Need more resources for job leads? Participants will review two free and easy-to-use tools for doing so: JobGateway and EMSI Career Coach! (2-hours) 80

81 Mock Interview Participants will hold mock interviews and review interviewing best practices to better prepare for the real thing! Haven't been on an interview in a while? Find out what employers are asking and how to answer the tough questions by first attending What to Say in an Interview. (2-hours) Money Management by Pathways PA Review how to create a spending plan, cut costs, save more, and identify bad spending habits to become more financially stable! (1-hour) Negotiating a Better Job Offer Realize your value to an employer and learn how to turn a so-so job offer in to one which more appropriately rewards your unique combination of skill sets, experience, education, and values. (1- hour) Optimizing Your Job Applications Completing online applications can be challenging and it is at times easy to mistakenly disqualify oneself from the opening. Learn tips and techniques to effectively submit applications to improve your chances of receiving an interview! (1-hour) Resume Critique Bring a hard copy of your resume to this workshop to be reviewed by trained specialists. Be prepared for helpful feedback! For optimal results, first attend our Do's, Don'ts, and Why's of Resumes workshop. Resumes are not written in this workshop. (2-hours) Succeeding in the Workplace Finding work is only part of the journey; maintaining your employment is the other! Learn best practices for improving your productivity and time management, as well as proper workplace etiquette and communication. (1-hour) Veterans Workshop: Applying to Online Job Leads In this workshop, veterans will receive assistance with navigating and applying to online job applications. Be sure to bring a MS Word version of your resume on a flash drive. Attendees should have basic computer skills. Availability is limited; so arrive early to reserve a seat. Welcome to PA CareerLink During this workshop you will learn about the valuable services and resources available through the PA CareerLink. You will also become registered in JobGateway, the online system of PA CareerLink. What to Say in an Interview Participants will hold mock interviews and review interviewing best practices to better prepare for the real thing! Haven't been on an interview in a while? Find out what employers are asking and how to answer the tough questions by first attending What to Say in an Interview. (2- hours) 81

82 Appendix 4: Self-Sufficiency Standard and Priority of Service Policy On March 9, 2000, the local Workforce Investment Board (LWIB) adopted The Self- Sufficiency Standard for Pennsylvania as the local standards for economic self-sufficiency as it related to the City s workforce investment system. The adoption of this standard the creation of which was led by the Women s Association for Women s Alternatives, Inc. demonstrates the LWIB s belief that true self-sufficiency involves not just a job with a certain wage and benefits, but rather income security for a family over time. Application of the Standard This standard will be applied in the Local CareerLink system using an internet-based tool that helps individuals, either independently or with a member of the CareerLink staff, calculate how much income they need to meet their basic expenses and, further, reach their long term income goals. This tool will help individuals make informed choices when deciding among job opportunities and/or training options. It includes helpful resources for customers who may be eligible for cash assistance, food stamps, health care assistance, the Earned Income Tax Credits, and other public subsidies to meet their family s basic needs while moving along the path to economic independence. Also, the tool will be used to provide employers with information to help them examine their own wage and benefit policies as they relate to employee retention. Further, the concept of economic self-sufficiency, as embodied in the standard, is a strategic principle of the LWIB. Therefore, the standard will have a broad impact on the LWIB s work as it sets policy and outcomes for Philadelphia s multi-facetted workforce investment system. Priority of Service Prior to the adoption of the self-sufficiency standard, the LWIB set a service policy that gave priority to [Philadelphia Residents who are] not making self-sufficient wage or who are not on a career path that will reasonably lead to self-sufficiency in the local economy. Recognizing that the adoption of this economic self-sufficiency standard may have the consequence of creating a demand for services that cannot currently be met, the LWIB further delineated this priority service policy. Therefore, should a shortage of funds necessitate a further delineation of priority of service, the following guidelines in the order they are listed will be in effect: Veterans or other eligible persons, including eligible spouses, as described below; Customers receiving TANF or other supplemental public supports; Customers who fall below the Lower Living Standard Level (a federal standard that is equal to 70 percent of the poverty guideline); Customers who earn less than 75 percent of the income necessary to reach selfsufficiency as defined by the LWIB; Customers who earn between 76 and 99 percent of the income necessary to reach self-sufficiency as defined by the LWIB. As funding permits, consideration will be also given to the following specific groups: 82

83 Residents receiving subsidized housing benefits; Older individuals who qualify under Title V of the Older Americans Act. The following will be considered as funding permits when family income is less than 125% of poverty level: Individuals with limited English speaking ability; High school dropouts; Single parents; Individuals with a disability (only the individual's income is considered). The priority of service provision will be invoked when funds are limited and/or a determination is made that expenditures for WIA-funded training services have reached a level of 90 percent of the total fiscal year funding at the end of the fiscal year s third quarter. Priority of Service for Veterans and Eligible Spouses Pursuant to the Jobs for Veterans Act, the LWIB provides veterans and/or their eligible spouses priority of service over nonveterans for the receipt of WIA-funded workforce development programs. However, the veteran and/or eligible spouse must first meet eligibility requirements before the priority of service is applied. Veterans and /or eligible spouses are made aware that they are entitled to priority of service; the availability of a wide range of employment, training and placement services; and eligibility requirements for the programs and services. When the WIA priority of services is invoked, the priorities are as follows: (1) Veterans and/or eligible spouses who are public assistance recipients or low income individuals who meet eligibility requirements; (2) Nonveterans who are public assistance recipients or low income individuals who meet eligibility requirements; (3) Veterans and/or eligible spouses who meet eligibility 83

84 Appendix 5: Priority of Service for Veterans and Eligible Spouses Compliance with TEGL 10-09: Implementing Priority of Service for Veterans and Eligible Spouses in all Qualified Job Training Programs Summary Description of Priority of Service In brief, priority of service means that veterans and eligible spouses are given priority over non-covered persons for the receipt of employment, training, and placement services provided under a qualified job training program. This means that a veteran or an eligible spouse either receives access to a service earlier in time than a non-covered person, or, if the resource is limited, the veteran or eligible spouse receives access to the services instead of or before the non-covered person. Relevant Excerpts of TEGL 10-09: Eligibility for Priority of Service. Veterans and eligible spouses, including widows and widowers as defined in the statute and regulations, are eligible for priority of service. For the purposes of implementing priority of service, the Final Rule requires that program operators use the broad definition of veteran found in 38 U.S.C. 101(2). Under this definition, the term veteran means a person who served at least one day in the active military, naval, or air service, and who was discharged or released under conditions other than dishonorable, as specified in 38 U.S.C. 101(2). Active service includes full-time Federal service in the National Guard or a Reserve component. This definition of active service does not include full-time duty performed strictly for training purposes (i.e., that which often is referred to as weekend or annual training), nor does it include full-time active duty performed by National Guard personnel who are mobilized by State rather than Federal authorities (State mobilizations usually occur in response to events such as natural disasters). Eligible spouse as defined at section 2 of the JVA (38 U.S.C. 4215[a]) means the spouse of any of the following: a. Any veteran who died of a service-connected disability; b. Any member of the Armed Forces serving on active duty who, at the time of application for the priority, is listed in one or more of the following categories and has been so listed for a total of more than 90 days: i. Missing in action; 84

85 ii. iii. Captured in the line of duty by a hostile force; or Forcibly detained or interned in the line of duty by a foreign government or power; c. Any veteran who has a total disability resulting from a service-connected disability, as evaluated by the Department of Veterans Affairs; or d. Any veteran who died while a disability was in existence. A spouse whose eligibility is derived from a living veteran or service member (i.e., categories b. or c. above) would lose his or her eligibility if the veteran or service member were to lose the status that is the basis for the eligibility (e.g. if a veteran with a total service-connected disability were to receive a revised disability rating at a lower level). Similarly, for a spouse whose eligibility is derived from a living veteran or service member, that eligibility would be lost upon divorce from the veteran or service member. The priority of service regulations refer to those veterans and spouses who are eligible for priority of service as covered persons and refer to those not eligible for priority of service as non-covered persons. In the interest of specificity, this guidance refers to those eligible as veterans and eligible spouses. However, in the interest of brevity, this guidance also adopts the regulatory terminology by referring to those who are not eligible as non-covered persons. Understanding What It Means to Provide Priority of Service. Priority of service means that veterans and eligible spouses are given priority over non-covered persons for the receipt of employment, training, and placement services provided under a qualified job training program. Priority means that veterans and eligible spouses are entitled to precedence over noncovered persons for services. This means that a veteran or an eligible spouse either receives access to a service earlier in time than a non-covered person or, if the resource is limited, the veteran or eligible spouse receives access to the service instead of or before the non-covered person. For a service such as classroom training, priority of service applies to the selection procedure, as follows. First, if there is a waiting list for the formation of a training class, priority of service is intended to require a veteran or eligible spouse to go to the top of that list. Second, priority of service applies up to the point at which an individual is both: a) approved for funding; and, b) accepted or enrolled in a training class. Therefore, once 85

86 a non-covered person has been both approved for funding and accepted/enrolled in a training class, priority of service is not intended to allow a veteran or eligible spouse who is identified subsequently to bump the non-covered person from that training class. Applying Priority of Service (to WIA Intensive/Training). Programs with Eligibility Criteria. Eligibility criteria identify basic conditions that each and every participant in a specific program is required to meet. It is important to note that a veteran or eligible spouse must first meet any and all of the statutory eligibility criteria in order to be considered eligible for: a) enrollment in the program; b) receipt of priority for enrollment in the program; and c) priority for receipt of services. Programs with Statutory Priorities. (i.e., WIA Intensive/Training) Some programs are required by law to provide a priority or preference for a particular group of individuals or require the program to spend a certain portion of program funds on a particular group of persons. An example of this type of priority is the priority for low-income individuals and for recipients of public assistance for the WIA adult formula programs. For programs with this type of mandatory priority, program operators must determine the status of each individual veteran or eligible spouse and apply priority of service as described below: i. Veterans and eligible spouses who meet the mandatory priorities or spending requirement or limitation must receive the highest level of priority for the program or service; ii. iii. iv. Non-covered persons who meet the program s mandatory priority or spending requirement or limitation then receive the second level of priority for the program or service; Veterans and eligible spouses outside the program-specific mandatory priority or spending requirement or limitation then receive the third level of priority for the program or service; and Non-covered persons outside the program-specific mandatory priority or spending requirement or limitation then receive the fourth level of priority for the program or service. 86

87 Appendix 6: Philadelphia Works ITA Monitoring Policy Purpose This policy outlines the need for on-site monitoring of active ITAs and clarifies the responsibilities of PA CareerLink Workforce Advisors over the course of an ITA. Background Individuals who are active participants in Workforce Investment Act (WIA) programs may enter vocational training programs previously approved by the state of Pennsylvania. These training programs cover a wide range of occupational interests and vary in length and intensity. By conducting periodic on-site visits to training sites, Workforce Advisors can monitor the progress of the training and ensure successful completion on the part of the participant. Process When to monitor: The length and structure of the training program will determine the timing of the monitoring(s): If a training provider operates on a semester-based system of time, the Workforce Advisor conducts a monitoring at the semester midpoint. If a training provider does not adhere to semester-based system, the Workforce Advisor conducts a monitoring at the training midpoint. How to monitor: The Workforce Advisor completes the Site Visit Report Form and places it in the participant s file. If the monitoring reveals any potential issues with either the provider or the participant that may impede the participant s successful completion of the program, the Workforce Advisor develops a plan to address these concerns. The Workforce Advisor must enter a corresponding case note in CWDS describing the outcome of the monitoring visit. PLEASE NOTE: In addition to conducting on-site visits, the Workforce Advisor is also responsible for monitoring the progress of ITAs by collecting time sheets from the participant and doing regular follow-ups via phone or . 87

88 ITA SITE VISIT REPORT Workforce Advisor Performing Site Visit: Date Time arrived at site Time left site Training Provider: Contact at Site: Address: PARTICIPANT INTERVIEW 1. Was customer feedback survey administered? Yes No If no, please indicate why: What were results of survey? Comments: 2. Was provider notified of dissatisfaction? Yes No 3. If no why? 4. Provider s response to customer s dissatisfaction 5. Are program activities consistent with the contract Training Plan? Yes No If no, explain 6. Is the subcontractor in receipt of a roster today? Date of Roster Yes No (Please attach a copy of the roster) Who is in receipt of the roster? Additional Comments: SUMMARY OF FINDINGS 1. What is your overall perception of the program performance? (Circle one) Urgent attention needed Some action necessary Program on track Excellent program 2. Does anything require immediate or ongoing attention? Please explain and report immediately. (If anything requires immediate attention a formal corrective action plan must be submitted within 10 days.) 3. Have you discussed these problems with the training provider? Yes No If so, what was the response? 4. Any areas of concern that subcontractor has? 5. Additional comments: Staff Signatures: I have read the above information and will initiate any corrective action that is needed. Workforce Advisor Signature Date WIA Team Leader Signature Date 88

89 Appendix 7: Adult and Dislocated Worker Participant File Review Tool 89

90 90