Corrected October 16, 2009 Procedures for the Delivery of Supportive Services to Adults and Dislocated Workers

Transcription

1 Procedures for the Delivery of Supportive Services to Adults and Dislocated Workers For Use in the Central Oklahoma Workforce Investment Area Central Oklahoma Workforce Investment Board First Publication: October, 2008

2 Procedures for the Delivery of Supportive Services to Adults and Dislocated Workers Background. The COWIB s Supportive Service Policy for Adults and Dislocated Workers provides a complete background on the requirements of 20 CFR , , and the portions of the WIA Final Regulations that describe the topic of Supportive Services. Purpose. The purpose of these procedures is to provide guidance to One-Stop and COWIB staffers on the administration of supportive services for customers enrolled in COWIB-sponsored programs. It is the intention of the Central Oklahoma Workforce Investment Board that nothing in this document shall require the staff to violate any law, rules, regulation, or policy. This procedure may be periodically revised, as needed. Definitions. Needs-Related Payments. As provided in Section of the WIA Federal Regulations, Needs-Related Payments are defined as: Needs-related payments provide financial assistance to participants for the purpose of enabling individuals to participate in training and are one of the supportive services authorized by WIA section 134(e)(3). The Central Oklahoma Workforce Investment Board has not established a local policy on Needs-Related Payments. However, the Board s Two-Year Plan states that, The COWIB reserves the right to develop an area-wide policy on the use of Needs-Related Payments as described in Section 134(d)(3) of the Act. 1 Supportive Services. For the purpose of WIA-funded programs for Adults and Dislocated Workers, the definition of the term supportive services appears twice in the Workforce Investment Act: (46) Supportive services.--the term supportive services means services such as transportation, child care, dependent care, housing, and needs-related payments, that are necessary to enable an individual to participate in activities authorized under this title, consistent with the provisions of this title. (Section 101(46)). 1 Two-Year Plan, Central Oklahoma Workforce Investment Board, Page 51. Published October 1,

3 (2) Supportive services.--funds allocated to a local area for adults under paragraph (2)(A) or (3), as appropriate, of section 133(b), and funds allocated to the local area for dislocated workers under section 133(b)(2)(B), may be used to provide supportive services to adults and dislocated workers, respectively-- (A) who are participating in programs with activities authorized in any of paragraphs (2), (3), or (4) of subsection (d); and (B) who are unable to obtain such supportive services through other programs providing such services. (Section 134(e)) Training-Related Supportive Services. The Individual Training Account Policy published by the Oklahoma Employment Security Commission (OETI # , Change 1) describes a special type of supportive services: Training related costs not available through the eligible training provider must be provided as a supportive service in accordance with local supportive service policy. The COWIB interprets the term Training-Related Supportive Services costs to include the cost of: Books (such as text books, lab books, and supplementary reading materials required for completion of a training program other than books paid to an eligible training provider through an ITA); Fees (such as membership fees in student organizations when such membership is regarded as a necessary component of the student s training); Training-Related Tools; Training-Related Student Supplies; Training-Related Uniforms / Clothing; Training-Related Lodging (such as student housing which may be necessary when the approved training program is beyond a reasonable commuting distance); Training-Related Tutoring, Review Courses, or Study Skills Training; Training-Related Examinations; Training-Related Credentials (such as license and certification fees); and Other Training-Related Services Necessary to Enable a Participant to Complete Training or Obtain / Retain Training-Related Employment. (1) Allowable Supportive Services Paid with WIA Funds The chart on the following page describes the types of supportive services that may be provided to Adults and Dislocated Workers in the Central Oklahoma area. The chart presents the types of supportive services that may be offered to customers at each level of integrated workforce development services: Core, Intensive, and Training. 3

4 Supportive Services Allowable for Core, Intensive Services, and Training Transportation Child Care / Dependent Care Housing Training-Related Core Yes Limited No No No Eligibility Determinations Outreach, Intake, Orientation Job Search Assistance Employment Statistics Information on Filing UI Claims Transportation Child Care / Dependent Care Housing Training-Related Intensive Yes Limited No No Yes Limited Comprehensive Assessments Specialized Assessments IEP Development Group Counseling Individual Counseling Case Management Short-Term Pre-Voc Services Literacy Activities Unpaid Work Experience Paid Work Experience Transportation Child Care / Dependent Care Housing Training-Related Training Yes Limited Yes Limited No Yes Limited Occupational Skills Training On-the-Job Training Combined Workplace Training and Related Instruction Skill Upgrading and Retraining Entrepreneurial Training Customized Training Bus passes may be provided to customers who lack personal transportation. Bus passes may be provided. If the customer is a Dislocated Worker or "Low Income" Adult, a transportation allowance may be given. If the customer is a Dislocated Worker or a "Low Income" Adult, a transportation allowance may be given. Available by Referral to a Community Service. WIA funds may be used for customers in Short-Term Pre-Voc Services, Literacy Activities, or Unpaid Work Experience -- if this service is not otherwise available in the community.* WIA funds may be used for customers in training -- if this service is not otherwise available in the community.* * Dislocated Workers and "Low Income" Adults. Available by Referral to a Community Service. Available by Referral to a Community Service. Available by Referral to a Community Service. WIA funds may be used to pay for student supplies, books, etc., for customers in Short-Term Pre-Voc Services and Literacy Activities. WIA funds may be used to pay for student supplies, books, etc., when a Coordination of Training Funds form shows an unmet need. For Participants Enrolled in WIA formula-funded Adult and Dislocated Worker program activities. 1-Oct-08

5 At the level of Core Services, eligible Adults and Dislocated Workers may receive transportation assistance in the form of bus passes. Additional guidelines for providing bus passes are described later in these procedures. At the level of Intensive Services, eligible Adults and Dislocated Workers may receive a wider variety of supportive services but there are restrictions on which types of services and to whom they may be offered. For Adults and Dislocated Workers enrolled in training activities (whether paid with WIA funds or not), Training-Related Supportive Services may be offered subject to the limitations and restrictions described in these procedures. (2) General Guidelines for Provision of Supportive Services WIA funds may be spent for the provision of supportive services only when certain preconditions have been met. First and foremost, the supportive service must be necessary to enable participation in activities authorized under Title I of the Workforce Investment Act. That is, the service may only be provided as a support for eligible customers who are participating in a Core, Intensive, or Training Service. Additionally, supportive services may be paid with WIA funds only when: (i) Other (non-wia) sources for providing the support are inadequate or not available; and (ii) The WIA-funded supportive services are offered in a manner that is consistent with the Equal Opportunity provisions of the Workforce Investment Act. Finally, the requirements of the COWIB s Priority Guidelines must be observed. The veteran s priority aspect of the Priority Guidelines is applicable to both Adults and Dislocated Workers. The low income provisions of the Priority Guidelines apply to Adult participants (when funds are limited in the Central Oklahoma area). (a) Coordination with Supportive Services Available in the Community Section 134(d)(2) of the Workforce Investment Act describes the Core Services that shall be made available to adults and dislocated workers through the one-stop delivery system, including: Provision of accurate information relating to the availability of supportive services, including child care and transportation, available in the local area, and referral to such services, as appropriate. Every Career Guide, Career Coach, and manager in our local workforce development system should have a working knowledge of community resources and other non-wia sources of support that are available in the local area. When they are available, these non-wia sources of support should always be used to meet a customer s needs before any WIA funds are used. 5

6 NOTE: WIA-funded supportive services are not an entitlement. As described in Section 134(e)(2) of the Workforce Investment Act, WIA-funded Supportive Services are a permissible activity of a local one-stop delivery system. Therefore, when funds are limited or when the COWIB decides that other allowable WIA-funded activities deserve a greater share of the COWIB s resources, the amount of WIA resources devoted to providing Supportive Services may not be sufficient to meet the needs of all customers. (b) Equal Opportunity As provided in 29 CFR Section 37.6, a WIA Service Provider must not discriminate 2 in the manner in which it delivers any aid, benefits, services, or training under a WIA Title I-funded program or activity. Career Guides, Career Coaches, and managers must ensure that similarly situated customers are treated in a similar manner. Consequently, each type of supportive service should be delivered in a manner that emphasizes fairness and transparency. Transparency, in this sense, means that each job-seeking customer of our system shall have a reasonable opportunity to learn about the supportive services that are available through our One- Stop system. Each local office should develop appropriate operational methods to inform customers about the supportive service process. These methods may include public notices (visual displays, posters, signs, audio / video messages, etc.) and individual or group announcements. Fairness, as used here, means that customers who are similarly situated (with an equivalent need for a supportive service; members of the same Priority Group) will have an equal opportunity for their need to be met. To assure fairness, each local office should establish appropriate operational methods to compare the needs of individual customers. These methods should rely on the assessment results that are described in other COWIB policies and procedures. Additional processes may be designed to provide for the delivery of services on an equal opportunity basis. When supportive service resources are limited, an unbiased random selection process may be used to choose among customers with an equal claim for services. (c) Priority of Service Whenever supportive services are offered to a customer of our workforce development system, the requirements of the COWIB s Priority Guidelines must be observed. The veteran s priority aspect of the Priority Guidelines is applicable to both Adults and Dislocated Workers. When delivering supportive services, our local workforce system 3 shall 2 Discrimination is prohibited on the grounds of race, color, religion, sex, national origin, age, political affiliation or belief, and for beneficiaries only, citizenship or participation in any WIA Title I--financially assisted program or activity. 3 The local workforce investment system is considered to be our Workforce Oklahoma offices and other WIA service providers such as TEEM. 6

7 take positive steps to assure that covered persons, as defined in the Jobs for Veterans Act, will receive priority service over non-covered persons. When funds are limited in the Central Oklahoma area, the low income provisions of the Priority Guidelines are activated. These provisions apply to Adult participants who may seek supportive services as part of an Intensive Service or Training activity. Section 134(d)(4)(E) of the Workforce Investment Act states: (E) Priority. -- In the event that funds allocated to a local area for adult employment and training activities are limited, priority shall be given to recipients of public assistance and other low-income individuals for intensive services and training services. (2) Payment Procedures The Central Oklahoma Workforce Investment Board, acting as the fiscal agent for WIA Title I funds in the Central Oklahoma area, will make supportive service payments on behalf of eligible participants -- based on properly prepared requests and other payment mechanisms (vouchers, etc.). The payment mechanisms will include appropriate review procedures to assure that all supportive service payments are made in accordance with COWIB guidelines. Throughout the remaining portion of these procedures, reference will be made to: The completion of proper forms; and The submission, as required, of required documentation. A complete set of required forms is appended to these procedures as an attachment. With limited exceptions, the general process for the generation of a supportive service payment will be: The Center Manager (or designee) will determine if a customer qualifies for a supportive service; Required forms and documentation will be prepared in the manner of a Supportive Service Request; The request will be forwarded to COWIB Staff; COWIB Staff will evaluate the Supportive Service Request and respond with a decision within 48 business hours; o Approved requests will result in the issuance of a voucher or other appropriate payment mechanism as required; o In the event that a Supportive Service Request is denied, COWIB Staff will respond in writing with the justification of why the request was not approved. The Center Manager (or designee) is responsible for presenting the voucher to the customer or otherwise arranging for the delivery of the supportive service. 7

8 (3) Procedures for Requesting a Supportive Service Supportive Services fall under one of four general categories: Transportation; Child Care / Dependent Care; Housing; Training-Related. (a) Transportation 1. Bus Passes. A bus pass or bus token may be provided to a customer who requires transportation assistance to enable the customer to participate in a Core Service or Intensive Service. a. As funds are available, bus passes (or tokens) will be pre-purchased by the COWIB for distribution to eligible customers. b. COWIB will determine the number and type of bus passes (or tokens) to purchase. This determination will be made based on: (i) Resources available; and (ii) Expected customer demand. c. COWIB will distribute the passes (or tokens) to local offices based on past need and future forecast of customer requests. d. Each local office will assign a Transportation Coordinator to manage the distribution of bus passes (or tokens) according to the procedures described in this section. e. The Transportation Coordinator will be responsible for assuring that the bus passes (tokens) are: (i) Properly secured; and (ii) Distributed only to eligible customers who qualify for transportation assistance. f. An individual request for a bus pass (or token) must be accompanied by a Request for Transportation Assistance form. g. COWIB may establish a reasonable limit on the cumulative number of passes or tokens that may be issued to an individual customer. h. Customers must sign a distribution log indicating their receipt of each pass or token. i. As it is completed, each distribution log must be returned to the COWIB in order to document the ultimate disposition of the bus passes (tokens). A copy of the Request for Transportation Assistance form appears on the following page. The Transportation Coordinator must complete this form by reviewing each customer s request and making a decision on the award of a bus token or bus pass. The decision must include a description of the number of tokens or passes awarded. 8

9 Request Corrected for Transportation October 16, 2009 Assistance ( Bus Tokens ) Customer Name Participant ID Number I am in need of a bus token so I can reach the services of the Workforce Oklahoma system and return home safely. Signature Date For Use by Transportation Coordinator-- Yes No Customer s Eligibility has been documented in OSL: Citizen / Eligible Non-Citizen; Age > 18; Selective Service Compliant. Customer is a Veteran or Covered Person as defined in Priority Guidelines. If No, have the transportation requests of all JFV-covered customers been satisfied? YES; NO. If applicable, have other Adult Priority criteria been met? Is transportation assistance required for participation in a Core Service or Intensive Service? Job Search Assistance Information on Filing UI Claims IEP Development Case Management Literacy Activities OTHER: Decision After reviewing the customer s request, the following action was taken-- Transportation assistance was provided, as described here: Quantity Description (pass or token) Date of Distribution NOTE: Customers must sign a distribution log indicating their receipt of this assistance. Transportation assistance was denied, for the following reason(s): The customer s eligibility has not been documented in OSL; Resources are not available for customers in this Priority Group; Other: Certification. This decision was based on: (i) The Supportive Services Policy for the Central Oklahoma workforce investment area and (ii) The facts as they appeared before me. Transportation Coordinator Date 9

10 Distribution Log for Bus Tokens / Bus Passes Date Customer Name Participant ID Description of Item Quantity Staff Initials "Staff" means anyone authorized to distribute bus tokens / bus passes according to local Center procedures.

11 The Transportation Coordinator will be responsible for making sure that the signed, original request forms are sent to the COWIB along with the completed distribution logs. All request forms must be submitted to the COWIB including requests that were denied for whatever reason. COWIB Staff will review a sample of completed Request for Transportation Assistance forms in order to verify that appropriate determinations are being made by the Transportation Coordinator in each center. 2. Transportation Allowance. A transportation allowance may be provided to a customer who requires transportation assistance to enable the customer to participate in Training or an Intensive Service. The allowance will be provided in the form of a standard payment, based on the customer s participation in an approved Workforce Oklahoma activity. The payment is intended to offset the customer s cost of transportation to and from the activity. The amount of the allowance paid to each customer will be linked to the number of allowable miles traveled. The following Transportation Allowance rate will be used: $0.14 / mile 4 Allowable Miles is defined as the round-trip distance between: (i) The customer s place of residence (as documented in the customer s OSL record); and (ii) The location where the training or intensive service was delivered. The round-trip distance will be established by making reference to a reliable, independent online mapping service such as MapQuest, Google Maps, etc. Transportation allowances may only be paid to customers who qualify as a dislocated worker or who are considered to be low income. For the purpose of this procedure, the term low income means that the customer s participant record in OSL indicates that the customer meets the WIA definition of: (a) Low-income individual; or (b) Recipient of public assistance (as defined in Section 101 of the Workforce Investment Act). Other restrictions / limitations include: Each customer s eligibility for a transportation allowance must be pre-authorized by his/her Career Coach (case manager) using the Request for Transportation Assistance form shown on the following page; For participants in an Intensive Service activity, a transportation allowance may not be provided if the customer is receiving a similar reimbursement or travel allowance from another agency; For participants in an Occupational Skills Training activity, a Coordination of Training Funds form must be completed, and it must show an unmet financial need; 4 This rate is based on the average retail price of regular gasoline (estimated at $3.85 / gallon) and the Corporate Average Fuel Efficiency of new cars sold in the United States (27.5mpg, according to NHTSA). 11

12 Request Corrected for Transportation October 16, 2009 Assistance ( Transportation Allowance ) Customer Name Participant ID Number I am in need of a transportation allowance so I can participate in services sponsored by the Workforce Oklahoma system. I am not receiving transportation assistance from any other program or agency. Signature Date For Use by Career Coach (case manager) -- Yes No Customer s Eligibility has been documented in OSL: Citizen / Eligible Non-Citizen; Age > 18; Selective Service Compliant. Customer is a Dislocated Worker or low income / public assistance recipient. Customer is a Veteran or Covered Person as defined in Priority Guidelines. If No, have the transportation requests of all JFV-covered customers been satisfied? YES; NO. Transportation assistance is required for participation in: Training (describe): Intensive Service (describe): Transportation assistance from another agency is not available. Customer s Home Address: Location of Service: Recommendation Transportation assistance is recommended at the following level: Miles* Allowance Service Duration (number of days) Cost Estimate x = *NOTE: Allowable Miles = Round-trip distance from customer s residence to point of service. Transportation assistance is NOT recommended, for the following reason(s): The customer s eligibility has not been documented in OSL; Customer is not a Dislocated Worker nor low-income / public assistance recipient; Resources are not available for customers in this Priority Group; Other: Certification. This recommendation is based on: (i) The Supportive Services Policy for the Central Oklahoma workforce investment area and (ii) The facts as they appear to me. Career Coach (Case Manager) Date 12

13 Customer Mileage Claim Sheet Claim for Month of Customer Name: Participant ID: Customer's Home Address: City / Zip: School or Training Site: Street Address / City / Zip: Attendance Record In Attendance? Date Yes No School or Training Site Representative (Signature) A claim sheet must be completed monthly and returned to your Career Coach. Place a check-mark to indicate the days when you were in attendance. (Use ink). Get your instructor or another school official to sign, verifying your attendance. I certify that the record of attendance shown above is true and correct. Customer Date

14 Customer Mileage Claim Sheets must be submitted according to procedures that will be published by the COWIB s Accounting Manager; Mileage Claim Sheets more than two months (60 days) old will not be processed by the COWIB. The form of the payment to the customer will be determined by the COWIB s Chief Executive Officer. Payment options may include the issuance of a debit card or check (payable to the customer). 5 A sample Customer Mileage Claim Sheet is shown on the preceding page of these procedures. The claim sheet must be counter-signed by a representative of the program or agency that is providing the approved Workforce Oklahoma activity. For example, the representative may be a Workforce Oklahoma employee, a classroom instructor, or a school official. The purpose of the counter-signature is to verify that the customer was in attendance in the approved activity as described on the claim sheet. Since this allowance is based on program attendance, the customer is not required to produce receipts or a mileage log or other documentary evidence related to his / her actual cost of travel. The allowance is not designed to be a mechanism for cost reimbursement. Rather, it is intended to promote program participation. Each customer may choose the mode of transportation that is most suitable for his / her unique circumstances. Options may include car-pooling, personal automobile, public transportation, etc. Regardless of the method of travel, the amount of the travel allowance will be determined according to the procedures described above. (b) Child Care / Dependent Care 1. Customer Eligibility. Reimbursement of Child Care / Dependent Care expenses may only be paid for customers who qualify as a dislocated worker or who are considered to be low income. For the purpose of this procedure, the term low income means that the customer s participant record in OSL indicates that the customer meets the WIA definition of: (a) Low-income individual; or (b) Recipient of public assistance (as defined in Section 101 of the Workforce Investment Act). Additionally, child care / dependent care payments are limited to those customers who are not eligible -- or who have not yet been approved to receive -- assistance from another agency (such as the Department of Human Services, a tribal entity, etc.). 2. Provider Eligibility. The facility providing the Child Care / Dependent Care service must be properly licensed and staffed. 5 COWIB procedures will not allow payment to be made in the form of cash. Payments to third parties or other types of assignments shall also be prohibited. 14

15 Corrected Request for October Child 16, Care 2009 / Dependent Care Assistance ( Transportation Allowance ) Customer Name Participant ID Number I am in need of Child Care / Dependent Care assistance so I can participate in services sponsored by the Workforce Oklahoma system. I am not receiving Child Care / Dependent Care assistance from any other program or agency. Signature Date For Use by Career Coach (case manager) -- Yes No Customer s Eligibility has been documented in OSL: Citizen / Eligible Non-Citizen; Age > 18; Selective Service Compliant. Customer is a Dislocated Worker or low income / public assistance recipient. Customer is a Veteran or Covered Person as defined in Priority Guidelines. If No, have the transportation requests of all JFV-covered customers been satisfied? YES; NO. Child Care / Dependent Care is required for participation in: Training (describe): Intensive Service (describe): Child Care / Dependent Care from another agency is not available. Number of Child(ren) or Dependent(s): Name(s) / Age(s): Recommendation Child Care / Dependent Care assistance is recommended from the following provider: Name of Provider: Address / Phone Number: Dates of Service: Assistance is NOT recommended, for the following reason(s): The customer s eligibility has not been documented in OSL; Customer is not a Dislocated Worker nor low-income / public assistance recipient; Resources are not available for customers in this Priority Group; Other: Certification. This recommendation is based on: (i) The Supportive Services Policy for the Central Oklahoma workforce investment area and (ii) The facts as they appear to me. Career Coach (Case Manager) Date 15

16 Child Care Attendance Record Childcare Provider: Period of Service: Customer Name: Child: Participant ID Number: Instructions: Complete the form in ink. Do not use whiteout. The entire form must be complete, including signatures, before a payment will be isseud. Attendance Record Date Time Arrived Time Departed Total Hours Total Charge I certify that the information recorded on this attendance record is correct to the best of my knowledge. I understand that any false statements on my part, including the filing of erroneous claims, may result in prosecution for fraud. Participant Signature Date Provider Signature Date

17 A Child Care / Dependent Care Agreement must be completed between COWIB and the provider, and payment will be made directly to the provider. Prior to the COWIB s approval of the Agreement, the facility must provide a copy of the facility s schedule of charges. Child care will only be paid for the children listed on the Child Care / Dependent Care Agreement form. A Child Care / Dependent Care Attendance Record must be submitted by the facility with signatures of the customer and the provider. A sample Child Care / Dependent Care Attendance Record is shown on the preceding page of these procedures. 3. Eligible Activities. WIA funds may be used to provide this supportive service for customers who are actively participating in: Short-Term Pre-Vocational Services; Literacy Activities; Unpaid Work Experience; or Training. 4. Limited Duration. Career Coaches may request this supportive service for customers who require it (to enable their participation in an eligible activity) for a period not to exceed 4 weeks. (c) Housing Emergency housing assistance may be provided for customers of the Workforce Oklahoma system only by referral to an available community service. As a local policy, the Central Oklahoma Workforce Investment Board will not permit the use of WIA program funds for housing payments, utility payments, deposits, or other housing-related purposes. To ensure resource and service coordination in the Central Oklahoma area, the COWIB s One-Stop Operator shall develop and/or maintain a database containing an up-to-date listing of available housing services. In addition, the One-Stop Operator shall develop a local procedure describing how referrals to such activities / services will be made. Information about appropriate services may be made available: Through a participant orientation process; or By providing access to electronic or printed community resource directories and information. Section 134(d)(2) of the Workforce Investment Act describes the Core Services that shall be made available to adults and dislocated workers through the one-stop delivery system, including: 17

18 Provision of accurate information relating to the availability of supportive services, including child care and transportation, available in the local area, and referral to such services, as appropriate. (d) Training-Related Supportive Services As noted in the Definitions portion of these procedures, OETI # , Change 1, provides that: Training related costs not available through the eligible training provider must be provided as a supportive service in accordance with local supportive service policy and procurement policy. The COWIB interprets the term Training-Related Supportive Services costs to include the cost of items such as: Books (such as text books, lab books, and supplementary reading materials required for completion of a training program other than books paid to an eligible training provider through an ITA); Fees (such as membership fees in student organizations when such membership is regarded as a necessary component of the student s training); Training-Related Tools; Training-Related Student Supplies; Training-Related Uniforms / Clothing; Training-Related Lodging (such as student housing which may be necessary when the approved training program is beyond a reasonable commuting distance); Training-Related Tutoring, Review Courses, or Study Skills Training; Training-Related Examinations; Training-Related Credentials (such as license and certification fees); and Other Training-Related Services Necessary to Enable a Participant to Complete Training or Obtain / Retain Training-Related Employment. 1. Customer Eligibility. These types of training-related supportive services may only be paid for customers who qualify as a dislocated worker or who are considered to be low income. enrolled in the WIA Adult program. For the purpose of this procedure, the term low income means that the customer s participant record in OSL indicates that the customer meets the WIA definition of: (a) Low-income individual; or (b) Recipient of public assistance (as defined in Section 101 of the Workforce Investment Act). For Adults, the COWIB s Priority of Service Policy should be observed. Among all eligible participants, priority should be given to veterans and other persons covered by the Jobs For Veterans Act. 18

19 2. Eligible Activities. WIA funds may be used to provide these supportive services for customers who are actively participating in any WIA-approved training activity, including: Occupational Skills Training; On-the-Job Training; Combined Workplace Training and Related Instruction; Skill Upgrading and Retraining; Entrepreneurial Training; or Customized Training. As used here, the term, WIA-approved training activity means a training activity that is identified in a customer s approved Individual Employment Plan whether or not WIA funds are used to pay for the training. Inherently, such training must be directly linked to the employment opportunities in the local area involved or in another area in which the adults or dislocated workers receiving such services are willing to relocate. 6 Additionally, WIA funds may be used to provide these supportive services for customers who are actively participating in any of the following WIA-approved intensive services: Short-Term Pre-Vocational Services; or Literacy Activities. As used here, the term, WIA-approved intensive service means a program activity to which a customer has been referred by a Career Guide whether or not WIA funds are used to pay for the activity. The customer s OSL record must document the referral. 3. Limited Duration. Career Coaches may request these types of supportive services for customers who require them (to enable their participation in an eligible activity) at any time when the need for the service can be documented, consistent with the following guidelines: A. During Occupational Skills Training. All types of training-related supportive services may be provided at any time during the defined period of time when Occupational Skills Training is being delivered. The need for the supportive service may be documented by-- A properly-completed Coordination of Training Funds form; A school statement (course catalog, program description, syllabus, etc.) describing the need for student tools, supplies, clothing, etc.; or A student statement describing such need. 6 Reference: Section 134(d)(4)(A)(iii) of the Workforce Investment Act. 19

20 B. Upon the completion of Occupational Skills Training. After a student has completed his / her defined period of Occupational Skills Training (which may include classroom instruction as well as an internship or clinical component), various types of supportive services may be offered, including but not limited to Training-Related Tutoring, Review Courses, or Study Skills Training; Training-Related Examinations; and Training-Related Credentials (such as license and certification fees). The need for the supportive service may be documented by: (i) A properlycompleted Coordination of Training Funds form; (ii) A school statement (course catalog, program description, syllabus, etc.) describing the need for exams, credentials, etc.; or (iii) A student statement describing such need. C. Upon accepting an offer of training-related employment. After a student has received an offer of training-related employment, training-related supportive services may continue to be offered if necessary for the customer to obtain / retain employment. Examples of training-related supportive services of this type include Training-Related Tools; Training-Related Uniforms / Clothing. The need for the supportive service may be documented by: (i) An employer statement; or (ii) A customer statement describing such need. 4. Coordination with Other Resources. As noted in the General Guidelines for these procedures, supportive services may be paid with WIA funds only when Other (non-wia) sources for providing the support are inadequate or not available. For customers enrolled in an Occupational Skills Training activity, this limitation on the use of WIA resources will be managed and documented by the use of a Coordination of Training Funds form. A copy of the form appears on the following page. OETI # , Change 1, provides instructions on the use of the Coordination of Training Funds form: WIA program operators and eligible training providers must consider the availability of Pell Grants and all other available sources of financial assistance, including other Federal programs but excluding loans, in determining an individual s overall need for WIA funds to pay for allowable training costs. All WIA areas will use the Coordination of Training 20

21 COORDINATION OF TRAINING FUNDS Attachment C SECTION I TO: SCHOOL: ADDRESS: FROM: ATTENTION: ADDRESS: SECTION II Participant Name: ID Number: I hereby authorize the exchange of information between the WIA Case Manager and the Financial Aid Office at the above named School regarding the awarding of any financial aid from any source. SECTION III Participant s Signature (The following section is to be completed by the financial aid office) Date COST OF ATTENDANCE STUDENT S FINANCIAL AID Tuition Fees Supplies PELL Grant Eligibility was not eligible due to income was not eligible due to default Training Provider is not PELL eligible Books Tools Uniforms Other (Please Specify) OTAG OLAP SEOG Tribal/BIA R.O.T.C. Tuition Waiver Vocational Rehabilitation Scholarship(s) VA/Military Other (Please do not include loans) PERIODS COVERED: Fall Trimester I Full Length of Short Course Spring Trimester II Summer Trimester III Cost of Attendance $ minus Student s Financial Aid $ equals unmet financial need $. By signing below, the financial aid officer (or those personnel who perform those duties) agrees to inform the local WIA service provider of the amounts and disposition of financial aid to each participant awarded after the enrollment of the participant, as part of a continuing, regular information sharing process. FINANCIAL AID OFFICER S SIGNATURE DATE SECTION IV Alternate Sources of Funding (for WIA Office Use Only) Yes Program $ Yes Program $ Unmet financial need from Sec. III $ minus alternate funding from Sec. IV $ equals adjusted unmet financial need $. I certify that funds are not available or are inadequate from other financial resources such as TAA to ensure the participant s needs are met. After review of partner agencies, other social service agencies, and other community resources, I have determined that WIA Funds must be used in the mix of available resources. I certify that WIA funds will be coordinated with other funds and there will be no duplication of resources. WIA SERVICE PROVIDER S SIGNATURE DATE Equal Opportunity Employer (EOE)/Program and Auxiliary aids and services are available upon request to individuals with disabilities ITA

22 Funds form to provide the documentation of coordination between the WIA program operator, entities administering alternate sources of funds, and the eligible training provider. The instructions continue: The Coordination of Training Funds form must be completed by a financial aid officer (or those personnel who perform those duties), before WIA training is approved. All financial resources, excluding loans, including WIA funds (training and supportive service funds) cannot exceed the total cost of attendance as indicated on this form. A new Coordination of Training Funds form is required for each designated period of training. The training institution may do this per semester, annually, or by billing cycle for the type of training institution and the type of training they are providing. To reiterate: For any customer in an Occupational Skills Training activity, the training costs and the supportive service costs together cannot exceed the unmeet financial need for the period of training that is reflected on the Coordination of Training Funds form. This means that there is a maximum value of supportive services that may be provided to any customer in Occupational Skills Training. The maximum value will vary according to the customer s unique circumstances. From semester to semester, for example, an individual customer s unmet need for supportive services may be high or it may be low. The Coordination of Training Funds form provides the basis for determining the amount of WIA resources that may be used to support the unmet needs of the student. The maximum value will be limited by the amount of unmet financial need as indicated in Section IV of the Coordination of Training Funds form. 5. Request Form. To request a Training-Related Supportive Service, an eligible customer must complete a request form as shown on the following page. The request form includes a space to record a description of each supportive service that is being requested. Space is also provided to record an estimated cost for the service as well as a suggested supplier. It is important to describe the time period of the request that is, how long the supportive service will be needed. Therefore, a space is provided to record the beginning and ending dates of the training period that is covered by the request. It is expected that each request will be accompanied by an additional description of the goods or services that are needed by the customer. The customer s request will be submitted to his / her Career Coach, and it will be reviewed to assure compliance with the COWIB s policies and procedures. (The One- 22

23 Request Corrected for Training-Related October 16, 2009 Supportive Service ( Transportation Allowance ) Customer Name Participant ID Number I am in need of the service(s) described below so I can participate in a training activity sponsored by the Workforce Oklahoma system. Grant funds from other sources are not available or insufficient to pay for these costs. Signature Date Service Requested -- Category Description Estimated Cost Suggested Supplier Books Fees Tools Student Supplies Uniforms / Clothing Student Lodging Tutoring, Etc. Review Course Exam Fee License, Certificate Other TOTAL.... (Attach additional descriptive information, if available) For the training period beginning and ending NOTES: Career Coach Certification Customer is eligible for the Supportive Service(s) indicated above, according to COWIB Policy and Procedures. Priority of Service considerations have been satisfied. An unmet financial need is documented on the customer s Coordination of Training Funds form (copy attached). Career Coach (Case Manager) Date 23

24 Stop Operator / WIA Service Provider may establish additional operational instructions for this purpose). After checking the request for completeness and accuracy, the Career Coach will verify that: The customer is eligible for the Supportive Service(s), according to COWIB Policy and Procedures; Priority of Service considerations have been satisfied; and The customer s unmet financial need is documented on a Coordination of Training Funds form. The Career Coach must document each request for services (along with a brief justification) in the appropriate section of the OSL case management system. The request form will be submitted (along with any necessary attachments, including a copy of the customer s Coordination of Training Funds form) to the COWIB for processing and payment. COWIB staff will evaluate the request and respond to the Career Coach (or supervisor, as appropriate). A decision on each request will generally be rendered within 48 business hours by . o COWIB staff may ask for additional documentation prior to approving the obligation of funds. o Requests requiring additional or corrected documentation will not be approved until the requested documentation is submitted by the One-Stop Operator / WIA Service Provider. o In the event a request is denied, COWIB staff will respond in writing with a justification / explanation. Approved requests will result in the issuance of a voucher or other appropriate payment mechanism as required. The Center Manager (or designee) is responsible for: o Presenting the voucher to the customer or otherwise arranging for the delivery of the supportive service; o Assuring that the OSL case management system is updated to reflect delivery of the supportive service. 6. Additional Supportive Service Guidelines. The following guidelines are applicable to the delivery of training-related supportive services: A. Books. Customers may request books necessary for the completion of a training program or credential. 24

25 B. Fees. Training-related fees are often paid directly to the school through the customer s Individual Training Account. However, in some circumstances, students are required to incur expenses for training-related fees that are not paid as part of an ITA. In such cases, a Training-Related Supportive Service request may be made. Membership fees in student organizations may be supported if the customer s Career Coach makes a determination that such membership is a necessary component of the student s training or would otherwise benefit the student by enhancing his / her long-term success in the labor force. C. Tools. Customers may need tools and equipment as a requirement for training or to support them in obtaining / retaining employment. If the cost of the tools is not paid directly to the school as part of an ITA, then a request for Training-Related Supportive Services may be made. All tools must be jobappropriate. D. Student Supplies. General student supplies may be provided through a supportive service payment either through a voucher or via a reimbursement to the customer (when supported by an itemized receipt). The value of student supplies provided to any customer shall be limited to $ per semester ($ per year) and may cover items such as notebooks, paper, writing instruments, backpacks, and other consumable items that are considered to be necessary for completion of the student s training. E. Uniforms / Clothing. May be requested when the customer s program of training requires a student to wear specialty garments (lab coats, shoes, protective goggles, boots, gloves, etc.). F. Student Lodging. In exceptional circumstances when a student is referred to a program of training outside of the Central Oklahoma workforce investment area beyond a reasonable commuting distance a request for this type of supportive service may be made. Such a request will generally be granted only if the program of training is short-term and only if the cost of the lodging is reasonable in comparison to the cost of the training. G. Tutoring, Study Skills Training. A supportive service request of this type may be requested when the customer expresses a need for such assistance in order to complete a particular component(s) of his/her training program. It is expected that this type of supportive service will be short-term and targeted to helping the customer achieve a satisfactory level of competence. H. Review Course. When the student s employment objective is an occupation which requires a license or certificate, the customer may request this type of supportive service in preparation for taking the licensing exam. The Career Coach should examine the reasonableness of the request by comparing the cost of the Review Course to the cost of the regular program of training. 25

26 I. Exam Fee. When the student s employment objective is an occupation which requires a license or certificate, a Training-Related Supportive Service request may be submitted to pay for the cost of the examination. J. License, Certificate. When the student s employment objective is an occupation which requires a license or certificate, a Training-Related Supportive Service request may be submitted to pay for the initial cost of the license or certificate but not for renewals. K. Other Training-Related Supportive Services. Other supportive services may be provided when required to: (i) Complete training; or (ii) Obtain or retain training-related employment. The Other category may include: o Eye exam / eyeglasses; o Drug screens*; o TB Tests*; o Inoculations*; and o Criminal background checks*. * NOTE: The service must be related to a bona fide occupational qualification or established pre-requisite of training. ADDENDA: The COWIB Chief Executive Officer is authorized to issue additional instructions, guidance, forms, etc., to further implement these procedures. Questions about these procedures may be directed to the COWIB s Program Operations Manager at (405)

27 Attachments: Forms Required to Request Supportive Service Payments from the COWIB Type of Request Transportation Allowance Child Care / Dependent Care Training-Related Services Required Forms Submitted in advance of the Service Start date: Request for Transportation Assistance No Other Services Available Form Copy of Priority Group Determination Worksheet Submitted Monthly: Customer Mileage Claim Sheet Submitted in advance of the Service Start date: Request for Child Care / Dependent Care Assistance No Other Services Available Form Copy of Priority Group Determination Worksheet Submitted Monthly: Child Care Attendance Record Required Forms: Request for Training-Related Supportive Service form Coordination of Training Funds form No Other Services Available Form Copy of Priority Group Determination Worksheet Attach additional documentation, as appropriate: A school statement describing the need for the service; A customer statement describing the need; An employer statement describing the need for tools. NOTE: A No Other Services Available Form (see next page) is required in order to document that the local workforce development system is properly coordinating the delivery of supportive services with other programs, agencies and resources. The One-Stop Operator is authorized to establish appropriate linkages with programs such as child support, the Earned Income Tax Credit program (EITC), Food Stamps, Medicaid, and the Children's Health Insurance Program, which serve as key supports for customers making the transition to self-sufficiency. 27