1 Initial Assessments Welfare Transition 2009. 2 Initial Assessment According to the dictionary,...

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Initial Assessments

Welfare Transition

2009

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Initial Assessment

According to the dictionary, assess is

The act of appraising

The collection of information

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Initial Assessment Each program participant is unique

Their own set of skills

Their own work history

Their own needs

Their own barriers

Each program participant deserves their own opportunities

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Initial Assessment

How do we make that happen?

We recognize that each participant is a unique individual

This is not a “one-size” fits all program

The program is really a set of processes that engage the program participant in services and activities designed to

Empower the participant to manage issues and daily emergencies

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Initial Assessment

How do we make that happen?

The program is really a set of processes that engage the program participant in services and activities designed to

Empower the participant to overcome barriers

Empower the participant to organize information

Empower the participant to gain additional skills

Empower the participant to move forward towards self-sufficiency

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Initial Assessment

Assessments are one of the foundational components of the case management process

Information from assessments are used to

Identify issues that keep the participant from moving forward

Help the participant create a network of support

Offer appropriate services

Assign participants to appropriate activities

Develop a written plan with the participant

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Initial Assessment

An assessment is not just a test, it is an ongoing process

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Initial Assessment

When should the assessment process start?

The assessment process should begin

During work registration

During the first one-on-one appointment

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Initial Assessment

When should the assessment process start?

Prior to entry into a program activity as a mandatory participant

Assessments are to help staff assign the appropriate activity based on the participant’s

Goals

Skills

Work history

Barriers

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Initial Assessment When should the assessment process start?

Prior to being connected to a worksite so that

Participants are connected to a Work Experience worksite directly connected with his/her job goals

Prior to being connected with an employer so that

Participants are referred to employers during Job Search and Job Readiness Assistance based on the skills the participant has, the goals the participant has outlined, and the skills the employer is looking for

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Initial Assessment

When should the assessment process start?

Prior to being referred to an education institution or training program

Participants are to be connected to a training directly related to their goals

Gain critical information

Gain critical skills

Gain certification

Gain basic knowledge

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Initial Assessment What does federal law require?

Federal law requires an initial assessment to be completed within 30 days of getting cash assistance

The 30 days is based on the following One Stop Service Tracking (OSST) system alerts New Case

Reopen

Transfer to

End Applicant

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Back to Basics What does an End Applicant To-Do look

like?

On the Case To-Do screen, the alerts are posted. In this case, the to-do is posted on the Historical To-Do screen because the To-

Do was “confirmed” by staff. “End Applicant” means the participant’s case was open while the individual was an

applicant. The participant started getting assistance and was referred. The record was received, and the system alerted the

staff to start engaging the customer as a required cash assistance recipient.

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Back to Basics

The case manager’s unconfirmed to-dos are posted on the Desktop

screen under the To-Do Lists. The case manager can click on the

Unconfirmed Items hyperlink to go to the list of alerts that need action

taken.

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Back to Basics

The FLORIDA system sent us a record in May and the interface took action. The OSST system reopened this case on May 7, 2009, which is documented by the Post Date. The monitors will look to

see if the Initial Assessment was completed within 30 days of this date.

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Back to Basics

What if the initial assessment was completed during the work registration process, which is before the case became mandatory?

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Back to Basics

If the applicant completed an initial assessment during work registration An initial assessment is nothing more than

questions and answers unless the information is used The information must be reviewed after the case

changes to “mandatory”

The initial assessment form and/or system should indicate that the information was reviewed and updated once the case became mandatory

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Back to Basics The participant

Was engaged as an applicant in April 2009

Became mandatory in May 2009

Met with staff May 31, 2009 The initial assessment form

was reviewed The hidden disability

assessment completed The participant referred for

services The case notes updated to

capture all the information

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Initial Assessment

The initial assessment process and tools are designed by the Regional Workforce Board (RWB)

The initial assessment must include an assessment of the participant’s (45 CFR 261.11)

Work history

Employability

Skills

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Brief Exercise

What does the region’s initial assessment include?

Is there a specific form?

Is there a combination of forms or assessments?

When is it completed?

When is it reviewed?

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Initial Assessment Information gathered during the initial

assessment process is the foundation of engagement

The information must be used

To identify issues that may interfere with success

To offer the right services

To offer referrals to other agencies for services

To engage the participant in the right activities

To develop the Individual Responsibility Plan (IRP)

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Initial Assessment

The initial assessment process should include a hidden disabilities screening

Thirteen questions that are read to the participant

The answers are scored quickly

Refer the participant for a complete evaluation if (s)he scores higher than a 12

This must be completed prior to requiring the participant to complete a formal test such as the Test of Adult Basic Education (TABE)

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Back to Basics Why should regional staff complete the

hidden disabilities screening with the participant prior to a formal test?

A right to meaningful engagement

If the participant has a hidden disability and scores at the second grade on the TABE, (s)he will be placed in activities that may not be appropriate

Engagement will not be meaningful, and the participant will be frustrated

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Back to Basics Think about it

You take the TABE survey that looks like this

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Back to Basics

What is the correct answer?

(d) is the correct answer if this is how you see the information

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Back to Basics

Because you

Are dyslexic

Were timed

Were not able to evaluate the order of the answers

You received a 2nd grade result

Instead of entry into the vocational training program you wanted, you received entry into a remediation program

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Back to Basics What might be the result of this situation?

Quit

Sanction

This outcome does not help the program participant access the program in a meaningful way

This outcome does not help the program’s performance either

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Back to Basics Equality is the law

Individuals have the right to access

Services

Activities

Our program

Access means

The ability to participate

The ability to get something out of it

The ability to have meaningful participation

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Back to Basics How can we make our program accessible in a meaningful way?

Other types of accommodations

Computer with a larger screen

Large print books

Staff to read questions and answers

Tutoring while in school

Employers willing to assist with skill development

Referral for services

Access to appropriate assessments

Assignment to activities based on professional screening Who do you refer

participants to for hidden disability assessment?

Who helps your participants determine the right path if (s)he has a hidden disability?

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Initial Assessment

Lets get back to meeting our participant for the first time

We will discuss more about individualizing our program as we continue

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Initial Assessment

Why is it important for us to gather information about the participant’s

Skills

Prior work history

Employability

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Skills

What skills does the participant have?

Can (s)he read?

Can (s)he run a register?

Can (s)he speak English?

Can (s)he type?

Has (s)he ever used a computer?

Does (s)he know how to answer a multi-line phone?

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Skills Review the initial assessment form and consider

the information You may have to ask for more information

Examples I see that you worked for Two Man Moving Company

What did you do for the company?

Tell me about your typical work day?

Who were your customers?

How did you help your customers?

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Skills

Write down the information

Update the form directly

Date the information and initial the changes

This documents that you reviewed the information and that you updated the initial assessment timely

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Skills What do we do with this information?

Based on the participant’s skills

Does the participant have skills that can be used in a different job?

Does the participant know how to put that information on an application?

What else can you do with the information that the participant gives you related to his/her skills?

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Why Does It Matter Anyway?

Correctly referring the participant to the correct activity directly impacts his or her success, as well as performance

This participant is referred to an employer for a clerical position

Based on the participant’s skills, is this a good fit as a first activity?

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This participant interviews for an office position

This position requires the individual to work directly with customers

During the initial assessment, we did not discover the fact that this participant Has never worked a multi-line phone

Cannot type

Is not very good communicating with customers

Why Does It Matter Anyway?

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Why Does It Matter Anyway?

What do you think the result of this activity assignment will be?

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Will the participant accept the job?

If the participant accepts the job, will (s)he remain employed for a long time?

How will the employer feel about receiving an unqualified and inappropriate applicant from the Career Center?

Why Does It Matter Anyway?

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Back to Basics

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Back to Basics

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Prior Work Experience The initial assessment must gather information

about the participant’s prior work history and experience Has (s)he ever had a steady job?

Are the jobs “as needed”?

Are the jobs 10 hours a week or 40 hours a week?

How long does (s)he usually stay employed?

One month?

Two months?

Years?

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Prior Work Experience The initial assessment must gather information about

the participant’s prior work history and experience

When was the last time (s)he worked?

Has the participant worked during the past year?

Why did (s)he leave?

Did the employer go out of business?

Did the job go over seas?

Was the job seasonal?

Did the participant get fired?

Did the participant quit?

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Why Does It Matter Anyway?

What services can we offer a participant whose job went overseas?

What services can we offer a participant who recently lost his/her job because of the economic downturn?

The participant is a Veteran who recently left full-time military duty or returned from deployment. What services can we offer this participant?

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Why Does it Matter Anyway? Information about a participant’s work experience gives

us indicators about services the individual may need or activities that may (or may not be) appropriate

Work experience can also provide information about workplace habits

Arguing with a supervisor

Being tardy

Being fired

Promotions

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Employability

What does “employability” mean?

Employability is a very broad topic

There are a lot of issues that impact a participant’s ability to get and keep a job

What questions on your region’s tool address “employability”?

Write these down

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Employability Lets review some of the information

Can (s)he apply for a job and start today?

Does (s)he need childcare?

Does (s)he have reliable transportation?

Does (s)he need workplace accommodations?

Does (s)he have the skills needed for the job/career (s)he wants?

Does (s)he have a felony charge that may interfere with getting hired or keeping the job once hired?

Does (s)he have a child with health issues?

Is (s)he facing a mental health or substance abuse issue that has interfered with past employment?

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What Does It Matter Anyway? His/her children get out of school every day at

3:00 PM and (s)he does not have childcare (S)he leaves her classes early every day to get his/her

children

(S)he completes only 25 hours per week

(S)he does not get a satisfactory grade and does not progress in the program

What happened? Did we not recognize the need for childcare during the

initial assessment process?

Did we not question the participant about his/her arrangements for childcare?

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What Does It Matter Anyway? If we have not properly assessed barriers to

employment or participation

The participant will not show for his/her appointment or activity

The participant will not complete hours in his/her activity

The region’s performance will be negatively impacted

Most importantly, the participant will not reach his/her goals

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Back to Basics

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Back to Basics To add a “Need or Barrier”

Click the Add button

To edit the “Need or Barrier”

Click the blue hyperlink

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Back to Basics

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Back to Basics

To update or close a barrier, click on the appropriate hyperlink. The barrier “Transportation” was entered in 2006.

This one is being terminated and a new “Transportation” barrier entered.

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Back to Basics

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Back to Basics

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Using the Initial Assessment We must use this

information to

Offer services

Empower the participant to develop and use a support network

Engage the participant as a unique individual

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Using the Initial Assessment Identify goals

Employment goals

Goals for earnings

Help the customer identify what (s)he wants

Home

Car

Money for holidays and birthdays

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Using the Initial Assessment Identify needs and barriers

Issues that would prevent the participant from completing steps towards his/her goals

Need for childcare

Unreliable transportation

Money for gas or bus pass

No clothing to interview in

Mental health or substance abuse issues

Hidden or other disabilities/limitations

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Using the Initial Assessment Offer services that

are available through the WT program

Transportation

Childcare

Refer the participant to secure services

Domestic violence counseling/shelter

Clothing

Counseling/Treatment

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Using the Initial Assessment Have the participant begin

creating a network of resources

Phone number to the United Way

Family members that can help out if a child is sick

Neighbors that can help out of a child is sick

The bus route in case the car breaks down

Empower participants to plan ahead and use their resources

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Using the Initial Assessment

Identify skills and strengths

Include this information on a rèsumè

Include this information on applications

Use this information to connect to possible career opportunities

Match participants to employers

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Using the Initial Assessment

Use this information to encourage further training or Work Experience

Does the participant need to learn how to speak English better to get the job (s)he wants?

This may include classroom training

This may include Work Experience to practice communicating effectively

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Using the Initial Assessment

Does the participant need to gain computer skills to get the job (s)he wants? The participant may be able to gain skills

through classroom training

The participant may also be able to gain skills through Work Experience

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Assign appropriate activities

Connect the participant to an activity that will help him reach his goals

Connecting the participant to an activity that helps him achieve career goals will directly impact his participation

This is called “buy-in”

Ensure the activities are appropriate based on skills, and employability needs

Using the Initial Assessment

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Questions, Comments, Concerns

Agency for Workforce Innovation

1-866-352-2345

An equal opportunity employer/program. Auxiliary aids and services are available upon request to individuals with disabilities. All voice telephone numbers on this document may be reached by persons using TTY/TDD

equipment via the Florida Relay Service at 711.