Local Operating Procedures - CareerSource Tampa Bay 5 - LOP - WIA... · Purpose: To establish a standard operating procedure (SOP) which ... Marketing Computer Engineering Technology

Local Operating Procedures

WIA Adult & Dislocated Worker

WIA Adult/Dislocated Worker

Assessment ..................................................................................................................................... 3 Basic Skills Requirement ................................................................................................................. 5 Basic VIA Flow ................................................................................................................................ 7 Current Schools on TOL ................................................................................................................. 11 Dislocated Worker Eligibility ......................................................................................................... 16 Displaced Homemaker Eligibility .................................................................................................. 19 File Organization ........................................................................................................................... 20 Income Calculations ...................................................................................................................... 22 Selective Service ........................................................................................................................... 25 Selective Service Registration Desk Guide .................................................................................... 27 Social Security Number Procedure ............................................................................................... 28 WIA Adult Eligibility ...................................................................................................................... 31 WIA Case Closure .......................................................................................................................... 34 WIA Follow‐ups ............................................................................................................................. 40 WIA Support Services ................................................................................................................... 43 WIA Process Flowchart ................................................................................................................. 48 WIA Services Activities .................................................................................................................. 49 WIA Suitability Desk Guide ........................................................................................................... 53 WIA Tiers of Service ...................................................................................................................... 54

Tampa Bay Workforce Alliance Standard Operating Procedure (SOP)

SOP Number: Subject: Assessment Date of Issuance: 07/01/2010 Revision Date: 6/22/2011

ProjectEffective Date: 07/01/2010 Director Signature: Reference:

PURPOSE

The goal of assessment is to match the customer with services that will enable them to become self-sufficient through employment. The assessment process should help them explore and understand themselves in terms of their skills, knowledge, abilities, attitudes and the environment in which they function. This knowledge will also assist in the job matching process allowing job seekers to be placed with appropriate employers for the WIA program.

BACKGROUND

For workforce professionals assessment is the process of gathering and evaluating a variety of information used to make employment related decisions.

Learn the answers to questions such as: Is this job seeker motivated? Is he/she interested in taking part in individual or group activities?

Is he/she willing to commit to what it takes to become gainfully employed and self-sufficient?

The total assessment process begins at the first point of contact with the participant and continues until the participant no longer receives services.

Communication is vital. Get to know the strengths, concerns, wants and barriers that can impact participation and ultimately, negatively affect gainful employment. The amount and kind of assessment required will depend largely on the nature of problems/barriers or challenges identified during counseling.

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Assessment of the following factors will be of assistance in the development of the participant’s Individual Responsibility Plan (IRP) or EDP.

1. Abilities 2. Interests/Values 3. Physical Capabilities 4. Experience/Work History 5. Leisure Activities 6. Education and Training 7. Needs 8. Work Attitude/Personality 9. Life Situation

10. Family Problems 11. Transportation 12. Economic and Financial Status

Knowing the needs of the employer and the needs, skills and barriers of the job seeker will enhance the ability to make successful connections. Completed assessments should be documented in hard file and in case notes.

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SOP Number: Subject: Basic Skills Requirement Date of Issuance: 7/1/2010 Revision Date: 6/22/11


Subject: Basic Skills Level Requirement for WIA Adult and Dislocated Worker

Participants Purpose: To establish a standard operating procedure (SOP) which sets forth a

regional requirement of a basic skills level for all Workforce Investment Act (WIA) program participants who seek WIA training. This SOP will also outline the appropriate procedures to follow and ensure a consistent process throughout TBWA (Region 15).

Policy: All WIA program participants shall be found to be basic skills proficient in

the following areas: Applied Mathematics, Language, Language Mechanics, Math Computation, Reading, Spelling, and Vocabulary. Basic skills proficient is defined as scoring at or above grade level 9 on the Test of Adult Basic Education (TABE) Total Battery, or having had obtained a Bachelor’s Degree in any subject. A Bachelors Degree can excuse any participant from taking the TABE unless the career manager determines it is necessary. The participant’s TABE test scores expire after 1 year, maximum. Some educational institutions or employers may have lower time limits. Proof of previously meeting the requirements is required. If the participant fails to meet the minimum requirements, they may take another version of the test (i.e. taking version 10 first then version 9 next) after a minimum of 30 days, with proof of practicing in their deficient areas. They must wait 6 months or have 120 hours of training before retaking the same version of the test. A participant must be found to be proficient in basic skills before WIA funding will be approved for training. A wavier can be granted by the WIA Program Mgr.

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Procedure:

1. At orientation WIA customers will be informed in writing of the basic skills requirement.

2. Customer will be given TABE testing times and locations 3. A second reminder will be given to the customer at Intake. 4. WIA staff will verify if the customer’s chosen school has additional

basic skills level requirements. 5. The customer will be informed of the additional requirements and

given a referral to community resources where he or she can get remediation if the customer has not reached the required testing levels or received a waiver.

6. Staff will case note all test scores, additional testing requirements, and waivers in Employ Florida.

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SOP Number: Subject: Basic WIA Process Flow Date of Issuance: 07/01/2010 Revision Date: 6/22/2011


1.0 PURPOSE:

Establish a Basic WIA process flow from Assisted Core to Training 2.0 APPLICATION:

This document applies to all Staff responsible for the management and implementation of the WIA Program as it relates to Customer Flow Process from core to training services.

3.0 DEFINITIONS:

WIA Workforce Investment Act ITA Individual Training Accounts EFM Employ Florida Market Place FAFSA Free Application for Federal Student Aid SAR Student Aid Report TABE The Adult Basic Education Test OJT On-the-job- training 4.0 REFERENCE DOCUMENTS:

1. Workforce Investment Act http://www.doleta.gov/USWORKFORCE/WIA/wialaw.txt 2. Florida Public Law http://www.floridajobs.org/pdg/wia/WORKFORCE%20INVESTMENT%20ACT%20OF%201998.rtf 3. Federal Register 20 CFR Part 652 et al. Workforce Investment Act; Final Rules http://www.doleta.gov/regs/statutes/finalrule.pdf

5.0 MATERIALS REQUIRED:

1. Access to EFM 2. Forms for eligibility

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http://www.doleta.gov/USWORKFORCE/WIA/wialaw.txt�

http://www.floridajobs.org/pdg/wia/WORKFORCE%20INVESTMENT%20ACT%20OF%201998.rtf�


http://www.doleta.gov/regs/statutes/finalrule.pdf�

6.0 PROCEDURE: WIA Intake

1. Register at Employflorida.com upload resume and complete EFM’s self

assessment

2. Customer will visit Core department and Core Staff will provide an application to all customers interested in WIA, based on the information written on the questionnaire the Core Career Manager will determine if candidate is in need of Intensive Services therefore in need of a WIA referral

3. Customer will receive TBWA Approved Training list and WIA Application packet which includes:

a. Informational cover sheet b. List of required documents c. WIA pre-qualifying application d. Master application-(Job Placement Services form) e. Budget worksheet f. Job search record sheet

Job seeking WIA applicants will be assessed by a placement specialist for referral to appropriate job openings. Resumes will be evaluated and customers will be referred to resume workshops if necessary. Placement specialist will provide intensive services as needed to the job seeking customers.

4. WIA customers seeking training will complete the above mentioned pre-qualifying application and bring it back in addition to all required supporting documentation listed in the packet. Intensive Lead will review all WIA Packets referred to him to determine basic WIA eligibility which includes Hillsborough County residency. If the customer is missing any documents, they will be required to return with ALL documentation, prior to their training eligibility being reviewed. After packet is reviewed, the Intensive lead will distribute packet to WIA Career Manager for job placement and other Intensive Services.

5. The training customer will be scheduled for a one on one interview with a

scholarship/ITA specialist. The specialist will review the documents and assist the customer in selecting a training program and appropriate state-approved vendor. The specialist will go over the following information with each customer:

a. WIA contingency plan

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b. Career path review c. Training vendor review d. WIA general release of information e. Grievance/Complaint process sheet f. Scholarships websites list

6. If the candidate completed all their paperwork then, the Career Manager

will receive the folder and note the date it was received. The Career Manager will also advice the candidate that they will submit their folder to the “Scholarship Committee” to have a determination on their file and that someone will call them with the decision (process can take 6-8 weeks).

a. If a candidate currently possesses a certification, license, or Bachelor degree earned within the last 10 years and the occupation still on demand in Hillsborough County, then they will be referred to the WIA Job Placement Team for Intensive Services

7. Customers completing training will be transferred from the training unit to the intensive services unit.

8. Upon notification of customer becoming employed the Intensive Career Manager will complete employment verification and close the file.

9. Intensive Career Manager will complete follow up at 30, 60, 90, 270, and 365 day increments following start date of employment.

10. The remaining application files will be placed in the WIA new files waiting area located in the WIA Department and the Scholarship committee will meet once a week to review the files either in person or by electronic contact. If the candidate is determined in need of training then they will be referred for processing.

11. Once training eligibility has been verified, and the training vendor and targeted occupation approved, the candidate will be entered into EFM for training and voucher will be requested. The customers’ hard file will include documentation of approved vendor and occupation.

12. When the voucher has been authorized, the Career Manager will provide the customer with the original voucher for school and a copy for the customers’ records, and will place a copy in the customers’ WIA hard file. The customer will be provided with the following:

a. A copy of the Education/Training Performance Agreement form, System Generated Career Plan which should be signed by the customer, and WIA Monthly Contact Form

b. ITA Certificate

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c. Employment Verification form i. If applicable the customer will also sign the income

documentation (AD)

13. Training Career Managers will contact the customer on a monthly basis – there are no exceptions. Once customer has completed training the Career Managers will be in charge of obtaining documentation of completion (copy of certificate/diploma/etc), closing EFM with completion and referring candidates to Job Placement Assistance/Intensive Team.

See WIA Services Activities attachment

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Degree Programs: Hillsborough Community College

Accounting Technology Business Administration- International Business Business Administration Business Administration- Marketing Computer Engineering Technology Computer Information

Administrator Computer Programming Criminal Justice Technology Culinary Management Database Technology Dental Hygiene Digital Media / Multimedia Technology Digital Television and Media Production Electronics Engineering

Technology Environmental Science Technology Fire Science Technology Hospitality/Tourism Management Information Technology Security Internet Services Technology- Web Design/Development Network Administration CISCO And Telecommunications Network Administrator General Networking Network Administrator Microsoft Certified Systems Network Administrator Unix/ Systems administrator Nursing Office Administration – Medical Office Office Management Office Systems Technology Optical Management Technology Opticianary Paralegal Studies Radiography Respiratory Care Restaurant Management Certificate Programs: Autobody Collision Repair and Refinishing Business Management Business Operations

Business Specialist Cable installation CISCO Certified Network Associate Computer Programming Computer Programming Specialist Correctional Officer Credit Union Management Credit Union Operations Credit Union Specialist Culinary Arts Database Administrator Dental Assisting Digital Media/Multimedia Instructional Technology Multimedia Production Video Production Web Production Electronics Technician Events Planning Management Fire Fighting II Food and Beverage Management Information Technology- Support Analysis Management Support Specialist Technician Internet Services Technology- Web Development Design Web Development Spec. Landscape and Horticulture- Specialist Technician Law Enforcement Law Enforcement Auxiliary Medical Coder/Biller Medical Office Specialist Medical Office Management Microcomputer Repair/Installer Network Communications LAN Office Management Office Software Application- Specialist Support Office Specialist Office Support Software Application Mgmt. Unix/Linux System Admin. Video Editing/Post Production Wireless Communications Insurance Claims Adjuster Health Insurance Marketing

Life Insurance Marketing Insurance Customer Service Insurance General Lines Real Estate Broker Real Estate Sales Agent Financial Services EKG Technician Phlebotomy Technician Outpatient Medical Coding And Billing Medical Transcriptionist Administrative Medical Specialist Medical Billing/Coding Administrative Professional- MCAS MOS Advanced Coding for Physicians Office Advanced Hospital Coding And CCS Prep Certified Bookkeeper CISCO CCNA Training Clinical Dental Assisting HVAC Technician Medical Billing and Coding Medical Billing and Coding- With Terminology Paralegal APA PayTrain Fundamentals Mastery Asset Management CEBS Certification Certified information Systems Security Professional CISCO CCENT CISCO CCNA (online) CISCO CCNA bootcamp Comp TIA A+ Certification Test Prep Comp TIA A+ Certification Comp TIA Network +

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PSAV Certificate Programs: Aparicio-Levy –Hillsborough

A+ Biomedical Technician Customer Service Specialist Geographic Information Systems Home Technology Specialist Manufacturing Tech. Specialist Media Production Specialist

PSAV Certificate Programs: Leary-Hillsborough County

Admin. Assistant- BTE Core Admin. Assist-Front Desk Specialist Firefighting I & II Life health & Variable Annuity 215 or 20-40 License Ins. General Lines Agent 2-20 Lic Ins. Personal Lines Agent 20-44 Lic Insurance Customer Service Rep CWE Certificate Programs: Bookkeeper APPR Programs: Carpentry Electricity Heavy Duty Truck/Bus Mechanic Millwright Plumbers and Pipefitters Sheet Metal Structural Steel

PSAV Certificate Programs: Brewster-Hillsborough County

Administrative Assistant Automotive Services Technology Articulated Nursing Assistant Computer Systems Technology Electrician Legal Secretary Medical Secretary Network System Administrator Practical Nursing Web Design Behavioral Health Technician CWE Certificate Programs: Adobe Dreamweaver Adobe Photoshop

PSAV Certificate Programs: Erwin-Hillsborough County

Accounting Specialist Administrative Assistant AC, Refrigeration, & Heating

Technology Automotive Service Technology Building Maintenance Carpentry, Residential &

Commercial Commercial Foods & Culinary Arts Architectural/Structural Drafting Computer Repair & Networking Dental Assisting Electricity Electroneurodiagnostic Tech Interior Decorating Medical Assisting Medical Billing and Coding Medical Lab Tech-Clinical Phlebotomy Plumbing Practical Nursing Refrigeration Technology Surgical Technology Welding CWE Certificate programs: A+ Certification Accounting Fundamentals/ QuickBooks Automotive Made Easy CFC Class and Test CFC Re-Test Computer Concepts Computer Keyboarding / MS Word Electrical Wiring Excel/Microsoft (Spreadsheets) Home Improvement HVAC Intro Interior Decorating Services IV Skills/Therapy Medical Billing/Coding (Intro) Medical Coding – Advanced NCLEX Review Phlebotomy Update Polysomnography Welding X-Ray Basic (Exam-Prep)

PSAV Certifications: Tampa Bay Tech

AC, Refrigeration, & Heating Auto Paint & Body Helper Auto Paint & Body Assistant Diesel Engine Mechanic Diesel Electrical and Electronics Technician Electrical Helper Residential Electrician Plumber/Pipefitter Helper Residential Plumber

Certificate Programs: University of South Florida

Addiction/Substance Abuse Counseling

Behavioral Healthcare Counseling Cardiovascular Engineering Career Counseling Children’s Mental Health Criminal Justice Administration Entrepreneurship Health Mgmt & Leadership Instructional Technology: Instructional Design Instructional Technology: Web Design Interdisciplinary Transportation Materials Science & Engineering Mathematics Education Mental Health Counseling Nursing Education Occupational Health Nursing Technology Management Wireless Engineering

Diploma Programs: American Health Institute

Medical Assistant Mental Health Tech Medical Lab Tech Medical Coding and Billing

Diploma Programs:

Associated Training Services of Florida

Heavy Equipment Operation I Heavy Equipment Operation II Heavy Equipment Operation III

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Diploma Programs: BizTech Learning Centers

BASIC Advanced Office Systems Medical Office Specialist Bookkeeping Specialist Desktop Support Tech

Diploma Programs: Career Institute of FL

Medical Coding/Billing Medical Assistant Information Technology Hospital Coder/Biller Professional Medical Coder/Biller

Diploma Programs: Center for Technology Training

PC Repair Technician (A+) Network Technician (Network +) Microsoft System Administrator CISCO Networking (CCNA) Novell Certified Linux (CLA) Microsoft Systems Engineer Project Management Internetworking Websites Linux + Security Professional Novell Certified Linux Engineer Microsoft Database Administrator Web Mastering PowerPack Network/Web Admin Business Applications Specialist

Degree Programs:

Central Florida Institute of Palm Harbor

Ultrasound Tech Sleep Study Tech Surgical Technologist Echo Tech Cath Lab Tech Diploma Programs: Cardiovascular Tech Medical Assistant with X-Ray or Cardiovascular Expanded Dental Assistant

Certificate Programs: Central Insurance School

Insurance Sales Agents (CSR) Insurance Sales Agents

Insurance Underwriters Insurance Claims Adjusters Insurance Sales Agent Conversion Customer Service Representative

Diploma Programs: Concord Career Institute

Dental Assistant Insurance Coding & Billing Medical Assistant Surgical Technologist Respiratory Therapist Nursing A.A.S.

Certificate Programs:

Connecticut School of Broadcasting

Radio & Television Broadcasting: Digital Multimedia

Diploma Programs: DATS of Florida

Expanded Dental Assistant

Diploma Programs: Fast Train of Tampa

Computer Technician Network Professional Management Information Systems Medical Coding Specialist Medical Assistant Certificate Programs: Routing Professional (CISCO) Network + Certified Security Microsoft Office Applications

Diploma Programs: Everest University-Brandon

Medical Assisting AS Degree Programs: Accounting Business Administration Business International Business Marketing CIS Web Design CIS Programming Criminal Justice Medical Insurance Billing & Coding Nursing Paralegal

Radiologic Technician Surgical Technologist

AS Degree Programs: Everest University-Tampa

Accounting Business Administration Business Marketing CIS Programming Computer Network Administration Criminal Justice Diploma Programs: Electrician Medical Administration Assisting Medical Assisting Medical Insurance/Billing Paralegal

Diploma Programs: Florida Career College-Riverview

Medical Coding & Billing Specialist Medical Assistant Technician Computer Network Technician Computer Repair Technician Degree Programs: Medical Office Administrator Computer network Engineer Business Administration

Diploma Programs: Florida Medical Training Institute-

Medical Billing and Coding Phlebotomy & EKG-cross training

Diploma Programs: Florida Medical Prep

Phlebotomy Technician

Degree Programs: Fortis College (Gulf Coast)

LPN to Nursing Bridge Medical Assistant Diploma Programs: Medical Assistant Practical Nursing

Diploma Programs: Fortis Institute (Florida Career)

Medical Assistant Medical Insurance Coding

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Practical Nursing Diploma Galen School of Nursing:

Registered Nursing, A.S.

Certificate Program: Hernando Career Institute

Marine Joiner Training

Diploma Programs: Institute of Technology

Electrocardiograph Tech Medical Assistant Medical Coder/Biller Phlebotomy

Diploma Programs: J&J Healthcare Institute

Medical Assistant

Diploma Programs: Keiser Career College-St Pete

Medical Assisting Medical Billing and Coding Practical Nurse Degree Programs: Medical Assisting Surgical Technology

Diploma Programs: Keiser Career College –Tampa

Medical Assisting Medical Billing and Coding

Degree Programs: Keiser University – Lakeland

Nursing Radiology Tech Information Technology Accounting Computer Graphics & Design Health Services Administration Paralegal Criminal Justice Business Administration

Degree Programs: Keiser University – Tampa

Accounting Business Administration Paralegal Information Technology

Medical Assisting Radiologic Technology Computer Graphic and design Criminal Justice Crime Scene technology Nursing

Diploma Programs: LaSalle Computer Learning Center

Cisco (CCNA) Routing/Switching Specialist Networking Specialist Microsoft Office Helpdesk (MOS, A+, Net+) Local Area Desktop Support MCSA MCSE MS Certified IT Professional MCTS Web Developer Computer Programming Web Development Master CIW Designer / Web Internet/E-Commerce Project Management LAN/WAN Network Engineer Specialist Network Security Analyst CompTIA Network CompTIA A+ CompTIA Security + Security Professional Microsoft SQL Server MCTS: SharePoint 2007 Microsoft Certified Desktop

Support Technician Designing and Implementing

Databases with Microsoft SQL Server Enterprise Edition

Installing, Configuring, and Administering Microsoft SQL Server Enterprise Edition

Managing and Maintaining a Micro. Windows Server Enviro.

Planning and Maintaining a Microsoft Windows Server Network Infrastructure

Developing and Implementing Web Applications with Microsoft Visual Basic®

Developing XML Web Services and Server Components

Maintaining a Microsoft Windows Server Network Infrastructure

Maintaining a Microsoft Windows Server Active Directory Infrastructure

Installing, Configuring, and Administering Microsoft Windows® XP Professional

Designing Security for a Microsoft Windows Server Network

Implementing and Managing Microsoft Exchange Server

Implementing and Administering Security in a Microsoft Windows Server Network

Diploma Programs: Luster All Training Ctr of Hope

Construction Skills (pkg) Culinary Arts Baking & Pastry Arts

Diploma Programs: Medical Prep Institute

Medical Assistant Practical Nursing

Diploma Programs: Meridian Career Institute

Dental Assistant Medical Administration Medical Assisting Medical Insurance Bill. & Code

Certificate Programs:

New Horizons Computer Learning Center

A+, Network+, & MCTS Cisco Certified Network Associate Microsoft Office Productivity-MOS Graphic & Web Design Suite Network+ A+ & Network+ Certification A+, Network+, & MCDST A+, Network+, Security+ Cert. Share Point Services 3.0 5060/5061 Microsoft Share Point CISSP Certified Information

Systems Security Professional Project Management for Prof. Maintaining a Microsoft SQL

Server 2008 Database Implementing a MS SQL Server ‘08 Configuring Windows Server 2008 Microsoft Certified Tech. Specialist

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Diploma Programs: Remington College –Tampa

Dental Assisting Medical Assisting Medical Assisting w/ X-ray Tech &

(limited scope) EKG A.S. Degree Programs: Computer & Network Admin. Criminal Justice

Commercial Truck Driver Heavy Roadmaster Drivers School, Inc.

Class A

Diploma Programs: Sanford Brown Institute

Medical Assistant Cardiovascular Technology Medical Billing and Coding Surgical Technology Dental Assisting (Expanded)

Certificate Programs: Stetson University

Computer Programming Cable Installation Cert. Fiber Optic Technician Advanced Fiber Optic Tech. Certified Fiber to the

Home/Premises Tech. Certified Fiber Optic Specialist Certified Fiber Optic Designer CCDP CCNA CCNP CCDA CCENT A+, Net+ Cisco Cert. Security Professional Cisco (CISSP) Project management Fundamentals Project Management Professional Marketing & Sales Solar Thermal Energy Design/Inst. Wind Energy Design/Inst.

Degree Programs: Southern Technical College

Applied Electronics Technology Electrical Trades Technology Medical Assisting

Medical Billing & Coding

Degree Programs: Southwest Florida College

Accounting Technology Business Mgmt & Marketing Comp. Animation/Multimedia Comp. Programming & Database Management Criminal Justice Digital Design Emergency Medical Services Graphic Design Health Information Technology Information Technology Management Interior Design Medical Administration Medical Assistant Network Engineering/Admin. Paralegal Studies Surgical Technician Web Design & Development Diploma Programs: Medical Assistant Medical Records and Coding Microsoft Systems Administrator

Certificate Programs: Sullivan & Cogliano Train. Centers

Office Professional Microsoft Office Specialist Web development Professional Help Desk Network+, A+ MCSA, A+, Network+ MCSE, A+, Network+ Software Applications Medical Office Assistant

Certificate Programs: TechSkills

Accounting & Bookkeeping Medical Administrative Assistant Medical Transcription Medical Coding MCSA: Security MCAD MCDST MCSE MCSD CCNP MCDBA

MCSA Oracle 10g Database Admin. *Combo of 3 individual Comp Prog

Certificate Program: The Airline Academy

Airline Customer Service The Center for Allied Health &

Licensed Practical Nurse Nursing Education

Professional Nurse AAS

Three-Year Direct-Entry Midwifery

The Florida School of Traditional Midwifery, Inc.

Architectural Finishes

The Life Long Learning Center of Volunteers of America of Florida

Commercial Truck Operator

The National Business Institute of Florida, Inc.

Certificate Programs: The Poynter Institute

Digital media Entrepreneurship Business Communications Multimedia Training for Displaced

Journalists & Other

Commercial Drivers License Prep Truck Driver Institute

Certificate Programs: Ultimate Medical Academy

Basic X-Ray Technician Medical/Clinical Lab Assistant Medical Insurance Coding/Billing Dental Assistant

Degree Programs: Virginia College Online

Accounting Specialist Admin Office Mgmt Criminal Justice Culinary Arts Healthcare Reimbursement Human Resource Management Medical Office Administration Paralegal Studies Pastry Arts

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SOP Number: Subject: DW Eligibility Date of Issuance: 7/1/2010 Revision Date: 6/22/2011


PURPOSE It is the policy of Tampa Bay Workforce Alliance to have a standard process for WIA Eligibility determination for all WIA Adults. Determination is to be in accordance with federal WIA regulations. Upon determination of eligibility of any WIA services, documentation is to be entered and paper documentation complete prior to any intensive or training service. The hard copy case file and EFM will reflect and verify the information necessary to support program eligibility. The purpose of this local operating procedure is to standardize procedures for development of instruction for eligibility determination for WIA Adult customers, as needed to meet all regulatory and contractual requirements. PROCEDURE

Definition of Dislocated worker - an individual who: a. Has been terminated or laid off, or who has received a notice of termination

or layoff, from employment;

b. Is eligible for or has exhausted entitlement to unemployment compensation; or has been employed for a duration sufficient to demonstrate attachment to the workforce, but is not eligible for unemployment compensation due to insufficient earnings or having performed services for an employer that were not covered under a State unemployment compensation law;

c. Is unlikely to return to a previous industry or occupation;

d. Has been terminated or laid off, or has received a notice of termination or

layoff, from employment as a result of any permanent closure of, or any substantial layoff at a plant, facility or enterprise;

e. Is employed at a facility at which the employer has made a general

announcement that such facility will close within 180 days; or

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f. For purposes of eligibility to receive services other than intensive, training

services described in Section 134 (d) 3, 4 of the WIA Act, or supportive services, is employed at a facility at which the employer has made a general announcement that such facility will close;

g. Was self-employed (including employment as a farmer, a rancher, or a

fisherman) but is unemployed as a result of general economic conditions in the community in which the individual resides or because of natural disasters;

h. Is a displaced homemaker.

The WIA placement specialist, in conjunction with core staff will collect documentation necessary to determine initial eligibility for dislocated worker applicants. (Assisted Core)

PROCESS When a customer is referred to the assisted core service level the attending staff member will

1. Collect the following documentation a. Proof of Age - the following documentation is acceptable:

o Baptismal Record with Date of Birth o Birth Certificate o DD-214 o Driver’s License o Federal, State or Local Government ID Card o Hospital Birth Record o Passport o Public Assistance/Social Service Record o School Records/ Identification o Work Permit if date of birth is shown o Cross-Match with Dept of Vital Statistics o Completed and Signed I-9 Form

b. Proof of citizenship or proof of right to work – the following documentation is acceptable: o Baptismal Certificate with Place of Birth o Birth Certificate o DD-214 (New DD214 does not verify) if DOB is shown. o Food Stamp Records o Hospital Birth Record o Naturalization Certification o Public Assistance Records o United States Passport o Native American Tribal Document o Alien Registration Card o Telephone Verification o School/State or Federal ID Card o Documentation specified on the I-9 form o Completed and Signed I-9 Form o Social Security Card o Applicant Statement

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c. Proof of selective service if applicable: Males born on or after January 1, 1960 must register with the selective service system within 30 days after their 18th

Beyond their 26th birth date who are applying for assistance from an employment and training program

birthday or at least before they reach the age of 26. [ Act 189(f)] The Regional Workforce Board has developed a procedure (see R15 Selective Service Policy) for determining and documenting non-registrants who are:

AND Who has demonstrated that their failure to register was not knowing or

willful for the purpose of making a determination of WIA eligibility. Note: All documentation provided should be maintained in the applicant’s file.

The following documentation is acceptable: o Selective Service Status Information Letter o Selective Service Registration Record (form 3A) o Selective Service Verification Form o Stamped Post Office Receipt of Registration o Internet www.sss.gov o Selective Service Registration card o Additional document if it validates Selective Service Registration o Applicant Statement o Not Applicable (Males born before January 1, 1960 and females)

Applicant statement of need for services

2 Collect proof of dislocation or lay-off (see WIA Final Rule Section 671.140(d) and Section 102 of the Robert T. Stafford Disaster Relief and Emergency Assistance Act 42 U.S.C. 5122 (1) and (2) and WIA Final Rule Section 671.140(d)

3 Collect proof of receipt of unemployment, exhausted or insufficient funds

Additional Eligibility Requirements for Assisted Core and Intensive Services

Participant must be a resident of Hillsborough County. Participant must demonstrate financial need as documented on

the Financial Need form. The WIA funding is a once in a lifetime grant in Hillsborough

County All participants will demonstrate financial ability to complete program prior to enrollment into intensive services. The Budget/Expense form will be utilized for this purpose. If the participant cannot prove ability to complete training using all resources, they will be deemed ineligible.

OVERSIGHT RESPONSIBILITY WIA Program Mgr, Quality Assurance Manager, Project Director

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http://www.sss.gov/�


SOP Number: Subject: Displaced Homemaker Eligibility Date of Issuance: 7/1/2010 Revision Date: 6/22/2011


PURPOSE It is the policy of TBWA to have a standard process for WIA Eligibility determination for all WIA Displaced Homemakers. Determination is to be in accordance with federal WIA regulations. The hard copy case file and EFM will reflect and verify the information necessary to support program eligibility. The purpose of this local operating procedure is to standardize procedures for development of instruction for eligibility determination for WIA Displaced Homemaker customers, as needed to meet all regulatory and contractual requirements. PROCEDURE

Definition of Displaced Homemaker - an individual who:

a. Has worked in the home providing unpaid household services for the family members and

b. Is not adequately employed (not earning self sufficient wage rate and

c. Has had, or would have, difficulty in securing adequate employment and

d. Has been dependent on the income of another family member but is no

longer supported by such income OR has been dependent on federal assistance.

Documentation to support eligibility for each criterion must be submitted and include in file.


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SOP Number: Subject: File Organization Date of Issuance: 07/01/2010 Revision Date: 6/22/2011


PURPOSE To standardize all WIA Adult file folders according to the current WIA file folder checklist.

PROCEDURE WIA is currently utilizing 6 part file folders. Section 1 Eligibility; Section 2 Career Plan; Section 3 Correspondence; Section 4 Activities; Section 5 Financial and Section 6 Employment.

SECTION 1 – Eligibility & Registration 1 WIA Application 2 WIA Applicant Statement (if applicable) 3 Eligibility Checklist 4 Income Documentation + JT-11 (AD) 5 JT-12 Unemployment Compensation 6 Grievance & Complaint Procedures 7 Drivers License, SS Card and Birth Cert. 8 Tax Return 9 Wagner-Peyser Registration 10 Selective Service Registration & DD-214 11 Budget Worksheet & Supporting Documents 12 Contingency Plan SECTION 2 – Career Plan 1 Case Summary 2 System Generated Career Plan 3 Core & Intensive Services Checklist 4 Workshop/Orientation Tracker 5 Education/Training Performance Agreement 6 Training Provider Letter of Acceptance

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7 Verification of Approved Training Provider 8 Verification of Targeted Occupation 9 Initial Pell/Grants Accept./Denial Letter 10 Diploma, GED, & TABE 11 Career Path Review 12 Training Vendor Review 13 Training Cost/Funding Analysis 14 ITA Certificate 15 Job searches SECTION 3 – Correspondence 1 Notes 2 Internal/External communication/E-mails 3 Resume 4 Master Application SECTION 4 – Activities 1 Verification of Training Completion 2 Copy of Program Curriculum 3 Time/Attendance Verification 4 Progress Report/Grades 5 Pell Update Information SECTION 5 – Financial 1 Gas Card/Gift Card Logs 2 Budget 3 Copy of Vouchers 4 Check Request

SECTION 6-Employment 1 Follow up Documentation-after closure 2 Employment Verification 3 General Release of Confidential Information


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SOP Number: Subject: Income Calculations Date of Issuance: 07/01/2010 Revision Date: 6/22/2011


PURPOSE Purpose: To verify WIA Adult customers’ income is below LLSIL using a basic equation for a calculation. Procedure: Calculation is year to date total divided by number of weeks worked equal weekly wage amt. Weekly wage amount multiplied by 26 is equal to 6 months of income. Refer to the current LLSIL (lower living standard income level) and number of people in household. If the total amount is lower that the LLSIL, the customer is income eligible.

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WIA Income Documentation

SECTION I: During the last six (6) months, I, or my family members, have worked with the following employers. Employer Start Date End Date Total Weeks 1. / / / / 2. / / / / 3. / / / / SECTION II: Calculation of Income Employer #1 YTD gross income:______________ divided by total # of wks worked

YTD:________= average weekly wage:__________________ Multiply average weekly wage:_________________ x total # of wks worked in

past 26 weeks = estimated income:______________ Estimated income______________x 2=________________ annual salary

Employer #2 YTD gross income:______________ divided by total # of wks worked


past 26 weeks = estimated income:____________________ Estimated income______________x 2=________________ annual salary

Employer #3 YTD gross income:______________ divided by total # of wks worked


past 26 weeks = estimated income:____________________ Estimated income______________x 2=________________ annual salary

I certify that all information provided on this form is true and correct. I consent to verification of this information. I further understand that this information will be used to determine my eligibility to enter the WIA program and that any false information given intentionally may result in my immediate termination from the WIA program and that any monies received while enrolled in the WIA program may have to be repaid.

_________________________________________ _________________________ Customer Signature Date ________________________________________ _________________________ TBWA Career Specialist Signature Date

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SOP Number: Subject: Selective Service Determination Date of Issuance: 07/01/2010 Revision Date: 6/22/2011


PURPOSE To establish local criteria for Selective Service Determination and documentation for the WIA program.

BACKGROUND Military Selective Service amendments require all male U.S. citizens and male immigrants residing in the United States (permanent resident noncitizens), to register within 30 days of their 18th birthday. Male applicants at age 17 or younger and attain age 18 while participating in the program must be registered for Selective Service by the 30th day after their 18th birthday to remain eligible for WIA services. Those customers without Selective Service registration can be served if the job seeker provides evidence that he did not knowingly or willfully fail to register. Case notes must be clear and concise to explain the reason for non registration.

PROCEDURE

1. Male applicants who served on active duty and were discharged should have a copy of the military discharge (Form DD-214) placed in the file. If not available other documentation such as a military ID could be used. Reserve duty and National Guard service are not acceptable for eligibility

2. Evidence that the job seeker was institutionalized or outside of the U.S. entire from before his 18th birthday to after his 26th birthday. Documents showing the individual was out of the country may be evidence that failure to register with SSS was not willful or knowing. Copy of immigration card showing year they entered the country and the statement from Selective Service website must be included in the file, with detailed case notes.

3. Eligible noncitizen males who entered the U.S. on or after attaining their 26th birthdays are exempt from Selective Service registration

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requirements. Immigration and Naturalization Service (INS) Form I-94 (Arrival/Departure Record) and INS Form I-551 (Alien Registration Receipt Card, aka “green card”) shows the birth date of the eligible noncitizen. A statement from the Selective service website must be attached to the file, and detailed case notes entered.

4. INS grants legal status and employment authorization to some lawful seasonal agricultural workers (SAWs) and formerly illegal noncitizens under the 1986 Immigration Reform and Control Act (IRCA). Male noncitizens 26 years of age or older who entered the U.S. illegally and who were subsequently granted legal status by the INS (IRCA-legalized aliens), or were born on or after January 1, 1960, but are not registered with the SSS, may be enrolled in WIA only if the job seeker provides evidence that he did not knowingly or willfully fail to register. Case notes must explain the decision.

5. Third-party affidavits from parents, teachers, employers, doctors, etc., may also help to determine whether or not failure to register with the SSS was willful and knowing.


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DESK GUIDE Application of WIA Selective Service Registration Requirements

Military Selective Service amendments require all male U.S. citizens and male immigrants residing in the United States (permanent resident noncitizens), to register within 30 days of their 18th birthday. Male applicants at age 17 or younger and attain age 18 while participating in the program must be registered for Selective Service by the 30th day after their 18th birthday to remain eligible for WIA services. Those customers without Selective Service registration can be served if the job seeker provides evidence that he did not knowingly or willfully fail to register.

The following guidelines apply: 1. Male applicants who served on active duty and were discharged should have a

copy of the military discharge (Form DD-214) placed in the file, if not available other documentation such as a military ID could be used. Reserve duty and National Guard service are not acceptable for eligibility

2. Evidence that the job seeker was institutionalized or outside of the U.S. entire from before his 18th birthday to after his 26th birthday. Documents showing the individual was out of the country may be evidence that failure to register with SSS was not willful or knowing. The selective service waiver should be completed with the customer and submitted to the BWB Planning Officer for approval.

3. Eligible noncitizen males who entered the U.S. on or after attaining their 26th birthdays are exempt from Selective Service registration requirements. Immigration and Naturalization Service (INS) Form I-94 (Arrival/Departure Record) and INS Form I-551 (Alien Registration Receipt Card, aka “green card”) shows the birth date of the eligible noncitizen.

4. INS grants legal status and employment authorization to some lawful seasonal

agricultural workers (SAWs) and formerly illegal noncitizens under the 1986 Immigration Reform and Control Act (IRCA). Male noncitizens 26 years of age or older who entered the U.S. illegally and who were subsequently granted legal status by the INS (IRCA-legalized aliens), or were born on or after January 1, 1960, but are not registered with the SSS, may be enrolled in WIA only if the job seeker provides evidence that he did not knowingly or willfully fail to register.

5. Third-party affidavits from parents, teachers, employers, doctors, etc., may also help to determine whether or not failure to register with the SSS was willful and knowing.

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SOP Number: Subject: Social Security Number Procedure

Date of Issuance: 07/01/2010 Revision Date: 6/22/11Effective Date: 07/01/2010 Project Director Signature: Reference:

PURPOSE Purpose: To establish a standard operating procedure (SOP) to guide staff usage of sensitive information in order to protect clients, candidates and employees from compromises of protected information and/or invasion of privacy. This SOP will provide appropriate procedures to ensure sensitive information (especially complete names and social security numbers) is not exposed to unknown users or sources after being entrusted to TBWA employees. Background: The Federal Privacy Act (Public Law 93-579) safeguards individuals against invasions of privacy when social security numbers are required for official use. In addition, protection of identity has become a critical requirement to users of sensitive information in order to prevent unauthorized usage which has resulted in fraud, abuse, and theft. Federal and state law stipulate that agencies (e.g. TBWA) authorized to collect social security numbers must provide, upon request, a statement of purpose or purposes for which the social security numbers are being collected and used. Social security numbers cannot be used for any other purpose than that stated in the statement of purpose(s). This SOP is used in conjunction with TBWA SOP “Information System Security Incident Reporting”, dated 28 November 2007. The Privacy Act of 1974 may be viewed at: http://www.usdoj.gov/oip/privstat.htm. Policy: TBWA policy is to protect security of sensitive information provided by clients, candidates and employees from improper usage, disclosure or transmission. Federal and state laws must be strictly adhered to by TBWA staff. TBWA staff will use sensitive information, including social security numbers, only for the purposes for which it is intended and as explained to the provider of the information. Additionally, TBWA staff will protect sensitive information in a manner that would not allow compromise of the provider’s identity to unauthorized persons within or without TBWA. TBWA considers sensitive information to include, but not be limited to, full names associated with complete social security numbers, drivers license numbers,

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identification card numbers, account numbers (to include credit or debit cards), account security codes, associated passwords, case numbers, or information, when connected, which provides unauthorized persons with identity of protected individuals. TBWA will ensure that any requests from outside agencies for protected private information are accompanied by appropriate information request forms as prescribed by federal and state law. Procedures: 1. TBWA staff will ensure that requests for sensitive information whether verbal, printed, or electronic are accompanied by privacy act protection statements.

A. Staff will not submit sensitive information to any request concerning a client, candidate, or employee without specific consent from that client, candidate, or employee. B. Requests for sensitive information must reflect whether disclosure is mandatory or voluntary. C. Staff should report any requests for sensitive information which are not in compliance with standard policies (e.g., no “Privacy Act Statement” included), or requested from sources outside of normal TBWA activities (e.g. subpoenas, legal office requests) to supervisors.

2. Benefits cannot be denied to persons for not disclosing information other than federally prescribed mandatory disclosures of social security numbers.

3. TBWA staff will use the first and last name and last four digits of social security numbers when reporting Unemployment Compensation claimants to appropriate agencies to report non-participation in re-employment activities, refused referrals, etc.

4. Lists of candidates, clients or employees will full social security numbers will not be copied on paper, downloaded to disc, or copied to other types of electronic storage.

5. Web site information, training presentations, and printed materials will not contain full social security numbers. 6. Full social security numbers must not be stored on laptop computers, personal digital assistants (PDAs) or other portable devices.

7. Email must not be sent with full social security numbers or other sensitive information which separately or combined may put persons and identifying information together.

8. Instant messaging services cannot be used for transmitting full social security numbers or other complete identifying numbers.

9. Sensitive information shared between career centers and/or NetPark will be hand delivered or transmitted using TBWA authorized encryption programs.

10. Sensitive information shared between TBWA staff and any outside organization (e.g. Dept. of Children and Families) must be thoroughly edited to prevent putting persons and indentifying information together beyond what is minimally required.

A. When referencing persons and case numbers, use only last name and case number when communicating to outside organizations.

B. Use last name only with other identifying credentials such as student numbers, voucher numbers, etc.

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C. If outside organizations (e.g., AWI) reference social security numbers, use only last name and last four digits of the referenced social security number.

11. For candidates who desire not to provide social security numbers, the following steps should be used to provide a pseudo number (artificial social security number) in order to complete data entry:

A. Enter 9 as first digit

B. Enter last two digits of candidate’s birth year as next two numbers

C. Enter 0 as next two digits.

D. Enter last four digits as numeric month and day of birth

Example:

Date of Birth Pseudo Number

October 12, 1972 972-00-1012

E. If the pseudo number is already in use, alter the middle two digits (“00”) until a unique number is created.

F. Career managers establishing pseudo numbers in lieu of social security numbers must annotate case files to include the pseudo number created and appropriate comments describing why entering the pseudo number was chosen by the candidate.


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SOP Number: Subject: Adults WIA Adult Eligibility Date of Issuance: 7/1/2010 Revision Date: 6/22/2011


PURPOSE

It is the policy of Tampa Bay Workforce Alliance to have a standard process for WIA Eligibility determination for all WIA Adults. Determination is to be in accordance with federal WIA regulations. Upon determination of eligibility of any WIA Tier services, documentation is to be entered and paper documentation complete prior to any intensive or training service. The hard copy case file and EFM will reflect and verify the information necessary to support program eligibility. The purpose of this local operating procedure is to standardize procedures for development of instruction for eligibility determination for WIA Adult customers, as needed to meet all regulatory and contractual requirements. Definition of Adult: An employed, under-employed or unemployed individual who is age 18 or older. PROCEDURE

The WIA placement specialist, in conjunction with core staff will collect documentation necessary to determine initial eligibility for adult applicants. (Assisted Core)

PROCESS Customers will be referred to the assisted core service level through word of mouth, email and print ads regarding services available. Customers requesting assisted core service will be required to provide the following documentation:

1. Proof of Age - the following documentation is acceptable: o Baptismal Record with Date of Birth o Birth Certificate o DD-214 o Driver’s License o Federal, State or Local Government ID Card o Hospital Birth Record o Passport

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o Public Assistance/Social Service Record o School Records/ Identification o Work Permit if date of birth is shown o Cross-Match with Dept of Vital Statistics o Completed and Signed I-9 Form

2. Proof of citizenship or proof of right to work – the following documentation is acceptable:

o Baptismal Certificate with Place of Birth o Birth Certificate o DD-214 (New DD214 does not verify) if DOB is shown. o Food Stamp Records o Hospital Birth Record o Naturalization Certification o Public Assistance Records o United States Passport o Native American Tribal Document o Alien Registration Card o Telephone Verification o School/State or Federal ID Card o Documentation specified on the I-9 form o Completed and Signed I-9 Form o Social Security Card o Applicant Statement

3. Proof of selective service if applicable: Males born on or after January 1, 1960 must register with the selective service system within 30 days after their 18th

Beyond their 26th birth date who are applying for assistance from an employment and training program

birthday or at least before they reach the age of 26. [Act 189(f)] The Regional Workforce Board has developed a procedure (see R15 Selective Service Policy) for determining and documenting non-registrants who are:

AND Who have demonstrated that their failure to register was not knowing or

willful for the purpose of making a determination of WIA eligibility. Note: All documentation provided should be maintained in the applicant’s file.

The following documentation is acceptable: o Selective Service Status Information Letter o Selective Service Registration Record (form 3A) o Selective Service Verification Form o Stamped Post Office Receipt of Registration o Internet www.sss.gov o Selective Service Registration card o Additional document if it validates Selective Service Registration o Applicant Statement o Not Applicable (Males born before January 1, 1960 and females)

4. Applicant statement of need for services a. Determination and verification of financial need:

1. Low Income Low income is defined as an individual that received an income, or

is a member of a family that received a total family income, for the

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http://www.sss.gov/�

6 month period prior to application in relation to family size, does not exceed the poverty guidelines. In order to determine income level, the family unit must be considered. A family is defined as two or more persons related by blood, marriage, or a decree of court, who are living in a single residence, and are included in one or more of the following categories:

o A husband, wife, and dependent children. o A parent or guardian and dependent children. o A husband and wife.

The actual annualized income amount must be recorded in the State MIS. The data element labeled “low- income” is determined in EFM based on the amount of annualized income and the participant’s family size.

Note: It is critical that an actual dollar amount is entered into the system.

2. Priority of Service If Region has initiated Priority of Service policy, individual must

meet the income requirements outlined in such policy. 3. Self-Sufficiency

Self-sufficiency is defined as 400% of the Region’s LLSIL. 4. Additional Eligibility Requirements for Assisted Core and Intensive

Services Participant must be a resident of Hillsborough County. Participant must demonstrate financial need as documented on

the Financial Need form. All participants will demonstrate financial ability to complete program prior

to enrollment into intensive services. The Budget/Expense form will be utilized for this purpose. If the participant cannot prove ability to complete training using all resources, they will be deemed ineligible.

The WIA funding is a once in a lifetime grant in Hillsborough County.


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SOP Number: Subject: WIA Case Closure Date of Issuance: 07/01/2010 Revision Date: 6/22/2011


PURPOSE

Case Closure Procedure for WIA Participants

BACKGROUND 1. All placements, regardless of wage rate, must be entered into EFM as soon as the

employment status is verified using the acceptable forms of verification indicated on the data validation matrix.

2. Once placement is verified and entered, the EFM case will be closed with a placement. However, the case does not “exit” until 90 days after case closure, and staff is still responsible for follow up contacts.

3. Follow-ups with the customer will be made at 30, 60 and 90 days. If it is determined that the customer needs further assistance prior to the 90 day follow up, we will assist them, reopening the EFM case.

4. If the customer states that they are not interested in, or do not need our services any longer, a case note will be made. However, follow-ups are still required at 30, 60 and 90 days.

It is important to note that this process represents standard operating procedures for the case closure and follow up. However, any customer may request services at any point in time regardless of the status of their case. The level of services rendered will be based on customer need and any applicable eligibility criteria.

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WIA – Closing Activities & Entering Credentials

ACTION STEPS Closing an Activity

Note: The Create WIA Case Closure interface will become available when each valid activity has an actual end date. To close activities complete the following steps: 1. Select Programs Tab screen of your customer and select the Close hyperlink of the open activity, this will display the Closure Information screen 2. Enter Last Activity Date (no future dates), Completion Code, if the customer received a credential, type, if the credential was verified and date of credential. Note: If ‘Other’ is selected for Credential Type, enter details in the Other Credential text box. If the customer was employed at

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registration, the customer must have earned a credential. 3. Enter Case Notes 4. Select Finish

WIA – Entering Employment

ACTION STEPS Entering Employment

1. Select Programs Tab screen of your customer and select the Add/Edit Entered Employment link 2. Enter Employer Information and Job Information and

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verify all information as it pertains to a completed ‘Verification of Employment’ form on the System Index Note: If the employer is system-generated, select the Employer Search link to search & select desired employer. 3. Select Save/Finish

• When the screen refreshes, a record of the job will appear at which point you may edit or delete any information.

WIA – Closing a Customer Case

ACTION STEPS

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Closing Cases Note: Prior to closing a case there are several items you will need to know, for example:

• Employment Status • School Status • If the customer earned a HS Diploma/GED or credential

at any point during participation 1. Select Programs Tab screen of your customer and select the Create WIA Case Closure link Note: If there are activities/goals without an Actual Start Date, the case closure cannot be created. If there are Open activities/goals, a prompt will appear alerting you to close the activity/goal.

WIA – Closing a Customer Case

ACTION STEPS

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Closing Cases

Important Note: Once all activities have been closed, employment and credentials entered, at the bottom of the screen before you select Save/Finish, there is a statement that says, “Soft Exit.” Delete this phrase/wording and then select Save/Finish. Once completed the system will refresh back to the Programs Tab screen of your customer indicating an actual end date for all closed activities and a hyperlink underneath the Create WIA Case Closure link FYI: A WIA “soft” exits occurs when a Projected End Date of an activity has passed. A WIA Case Closure will ensure the following:

• Enable Customer Satisfaction data to be collected • Allow staff to record Employment information prior to exit creation • Allow staff to collect credential attainment, diploma attainment and

placements built around federal reporting requirements.

Once a WIA Case Closure has been created, a new program activity cannot be created for this application. However, WIA follow-up services may be recorded.


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SOP Number: Subject: WIA Follow Up Date of Issuance: 07/01/2010 Revision Date: 6/22/2011


1.0 PURPOSE:

The purpose of this document is to define state and local policy to provide clear and exact guidance for the internal adoption, operation and management of the WIA follow up processing

2.0 APPLICATION:

This document applies to all Staff responsible for the management and implementation of the WIA Program as it relates to WIA follow up policy and procedures.

3.0 DEFINITIONS:

WIA Workforce Investment Act ITA Individual Training Accounts EFM Employ Florida Market Place FAFSA Free Application for Federal Student Aid SAR Student Aid Report TABE The Adult Basic Education Test OJT On-the-job- training 4.0 REFERENCE DOCUMENTS:

1. Workforce Investment Act http://www.doleta.gov/USWORKFORCE/WIA/wialaw.txt 2. Florida Public Law http://www.floridajobs.org/pdg/wia/WORKFORCE%20INVESTMENT%20ACT%20OF%201998.rtf 3. Federal Register 20 CFR Part 652 et al. Workforce Investment Act; Final Rules http://www.doleta.gov/regs/statutes/finalrule.pdf

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http://www.doleta.gov/USWORKFORCE/WIA/wialaw.txt�



http://www.doleta.gov/regs/statutes/finalrule.pdf�

5.0 MATERIALS REQUIRED:

1. Access to EFM 2 Updated Employment Information

6.0 PROCEDURE:

I. Workforce Investment Act’s Follow-up Requirements The Workforce Investment Act requires that Title I Youth, Adult and Dislocated Worker participants receive follow-up services for not less than 12 months. WIA also includes follow-up reporting requirements for these programs and performance measures based on follow-up status. This guide describes allowable follow-up services, the WIA core performance measures, data and reporting methodologies, the customer satisfaction survey process, and a section relating follow-up activities to the WIA performance measures. Follow ups are to be completed at 30, 60, 90, 180, 270 and 365 days. Follow up alerts should be scheduled in EFM. II. Allowable Follow-up Services A. Adult and Dislocated Workers Adults and Dislocated Workers who are placed in unsubsidized employment must receive follow-up services for a minimum of 12 months after the first date of employment. Allowable services include counseling regarding the workplace and WIA supportive services. The emphasis of workplace counseling activities should be directed to assisting the participant in retaining employment, increasing earnings and completing education requirements when appropriate. The case manager should help identify the supportive services from WIA and other sources necessary for retaining employment. The case manager may work with the employer to help resolve employment issues and to identify opportunities for advancement. If necessary, the case manager should provide assistance in obtaining new employment. The case manager may assist in arranging a wide array of services design to improve the employment status of the participant during follow-up. The case manager should also include non-WIA services in these strategies. During the follow-up period, if it becomes necessary to utilize WIA services beyond those available through the follow-up component, then re-enrollment into WIA will be required. Follow-up services that may be provided without re-registering the participant into WIA include all of the services described as core and intensive services with the exceptions of work experience, internships and job shadowing. Services that entail ongoing WIA payment support require re-enrollment into WIA. These services include of work experience, internships, job shadowing, and all training services.

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B. Youth Participants All youth participants must receive some form of follow-up for a minimum of 12 months. The types of services provided and the duration of services must be determined based on the needs of the individual. Follow-up may include supportive services and leadership development. Follow-up may include regular contact with the youth participant’s employer, including assistance with work-related problems that arise. Follow-up may also include work related peer support groups, adult mentoring, assistance in securing better paying jobs, career development and further education, and tracking the progress of the participant in employment after training.

Assistance for leadership development opportunities is encouraged and may include the following:

• exposure to postsecondary educational opportunities; • community and service learning projects; • peer-centered activities, including peer mentoring, and tutoring; • organizational and team work training, including team leadership training; • training in decision-making, including determining priorities; • citizenship training, including life skills training such as parenting, work

behavior training, and budgeting resources; • employability; and • positive behaviors

Follow-up services should be directed to ensure that the participant successfully meets their planned outcome goals and to insure successful outcomes on the

WIA performance measures. As with the Adults and Dislocated Workers, a wide range of services may be provided during follow-up without re-enrolling the

participant into WIA. WIA services that will require re-enrollment into WIA are work experience, internships, job shadowing, and occupational training including

on-the-job training and classroom training.

See WIA User Guide page 6-38 for instructions in EFM on how to create and complete WIA follow ups in EFM.

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SOP Number: WIA Subject: Support Services Date of Issuance: 7/1/2010 Revision Date: 6/22/2011


PURPOSE To provide standard operating procedures for assisting eligible Workforce Investment Act recipients with available support services. BACKGROUND: The Tampa Bay Workforce Alliance provides support services to enable eligible WIA candidates who need supportive services for transportation and other needed services. Support services will be provided based upon availability of funding and documented participation. Available support services are:

WIA Available Support Services include, but are not limited to, the following:

• Transportation • Online exam/licensing fee • Uniforms/Supplies • Tools for training • Incentives

WIA Eligibility Support services are provided, as resources permit, to assist customers while participating in documented WIA activities.

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. In situations where the customer is listed as a co-owner of a car or co-renter on a lease, assistance can be provided as long as proof is secured that the WIA customer is on the title or on the lease. In instances of this nature - staff must submit the request to the Program Manager/Supervisor (or designee). A complete case note must be entered outlining the situation and the approval process. Limits • Each customer is limited to $2000 in a program year – (Region 15’s program

year is July 1st to June 30th

• Expenditures above the $2000 calendar year limit must be approved on a case-by-case basis by the Program Manager/Supervisor or designee.

).

Staff seeking special approval to exceed program limits should email the Program Manager/Supervisor with case specifics and a justification for approval. The justification must also be documented in a case note.

The Program Manager/Supervisor will review the case and forward to the Operations Manager for approval. Once a response is received, the Program Manager/Supervisor will reply via email with an approval or denial.

• Frontline Staff can approve up to $299.99 on a single expenditure. Staff must make a complete case note entry justifying the

expenditure and specifically outlining the items to be purchased. The justification should always be linked to participation in approved activities and/or securing and retaining employment.

• Expenditures from $300.00 - $499.99 on a single expenditure must be approved on a case-by-case basis by the Program Manager.

Staff seeking special approval to exceed program limits should email the WIA Supervisor with case specifics and a justification for approval. The justification must also be documented in a case note.

• Expenditures at $500 or above on a single expenditure must be approved on a case-by-case basis by the Program Manager/Supervisor or designee.

Staff seeking special approval to exceed program limits should email the Program Manager/Supervisor (or designee) with case specifics and a justification for approval. The justification must also be documented in a case note.

The Program Manager/Supervisor (or designee) will review the case and reply via email with an approval or denial

IMPORTANT The need for, and amounts of, all support services provided to customers must be documented in EFM case notes and an appropriate and complete service entry must be opened

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Transportation Assistance (Gas Cards)

• Customers are eligible for one gas card from an authorized provider per month to support participation in any approved activity. To qualify, the mileage from home to training facility must be more than 15 miles one way (verified by MapQuest- print documentation for file)

• Customers must be a full time student or actively participating in an approved WIA activity. Timesheets must be submitted and up to date before cards can be given out.

• Services exceeding this level will be reviewed on a case-by-case basis approved by the Program Manager/Supervisor (or designee) with appropriate justification documented in an EFM case note.

• Gas Cards/Gift Cards are available “As Funds Permit” – meaning that there may be occasions or timeframes when they are suspended or unavailable.

• Gas Cards/Gift cards are not paid retroactively – If a customer misses receipt of a support service (through their own or our fault) - they lose eligibility for that service.

Specific Transportation Related Exclusions

• Support services are not available for down payment assistance related to the purchase of an automobile or for auto loan payments.

• Support services are not available to pay any traffic related fines or fees. Uniforms/Clothing

• May be provided to participants to meet interview, employment and training needs.

• Employment must be documented or verified before work clothing is purchased, not to exceed $300 per year (July 1st – June 30th

• Make sure you document and justify ALL decisions. ).

• Generally, expenditures for uniforms and/or clothing should not exceed $300. Use discretion when approving the full amount. The customer may need additional uniforms at a later date.

• Expenditures above $300 can be provided on a case-by-case basis with the Program Manager/Supervisor’s approval and appropriate justification documented in a case note.

• VOUCHERS SHOULD ONLY BE ISSUED AFTER THE CUSTOMER HAS BROUGHT YOU A DETAILED, ITEMIZED ESTIMATE (“Pre-Receipt”) OF WHAT ITEMS ARE TO BE PURCHASED AND THEIR TOTAL COST.

• Program Manager/Supervisor may approve case-by-case exceptions to the “pre-receipt” requirement

• Be sure you know what your customer is buying. • We do not reimburse customers for uniforms or clothing they purchased

without advance approval from the Program Manager/Supervisor. No exceptions

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Tools Tools needed for employment may be provided for participants who have obtained employment and are in need of tools in order to remain employed. Payment for tools will vary due to their remaining budget. The customer must provide written documentation from the employer stating that the tools are necessary for the job. As with any supportive service, this service is only available as funding permits. Gas Cards

Open a new Transportation service in WIA activities-181 Transportation Assistance and case note must include card numbers, amt and detailed description of barrier.

Transportation Distribution Procedures Card Administrator

• Each One-Stop Center will have a designated Card Administrator • The Card Administrator will be responsible for:

Maintaining the card supply Overseeing the log and card distribution Keeping all cards on-hand in a locked storage unit

Managing the Paperwork

• The Signature Sheet - This is a copy defining what took place at the last distribution. It shows what cards were on hand at the time of pick-up as well as the new batch of cards supplied. This is a record-keeping document for your information only. It is recommended that you keep all records for auditing purposes

• The Pages of Logs - The logs record the cards that were used and lists customers the cards were issued to. All logs with original signatures for issued cards should be kept and maintained throughout the month. At the time to request a new batch, the original logs will be submitted to the Support Center. Keep copies of all logs for your records and auditing purposes.

Requesting Cards

• When your supply diminishes and you have one week of cards remaining, it is time to request a new batch!

• The logic: with only one week remaining, by the time you have distributed all of your cards, your new supply will be ready, ensuring you have used one month during the time frame of one month and then receive a new batch.

• Step 1: Email the Support Center Contact notifying them that your supply is low

• Step 2: Collect all logs of used cards

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Place in sequential order Verify all logs have been collected Make copies of partially used or unused logs Note: Both original logs of used cards and copies of logs of unused (partially unused) cards need to be turned in at the time of replenishment request!

• Step 3: Overnight the complete batch of logs to the Support Center • Step 4: Allow one week for disbursement of the new batch

At the time of pick-up

• First, bring any additional, original logs that have been used since the time of request

• Second, you will receive a signature sheet, a stack of logs, and a batch of cards

• Third, you will need to count & verify that all logs correspond to the batch of cards received

• Lastly, you will sign the signature sheet as a record that you have verified the batch and will be held accountable for the cards received.

• When you pick up your new supply of cards you will receive: Signature Sheet summarizing cards you may still have on-hand

as well as cards being distributed at the current time: Batch of Logs Actual Cards

Issuing Cards to Career Specialists Logs and cards distributed to Career Specialists must be accounted for. At the bottom of each log, the staff member who will distribute the cards must

sign for accountability of lost or stolen cards. Keep documentation of which WIA CM holds which cards/logs

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IntroductoryServices & Core

Services

Decision:Proceed withApplication

Leave System

Application toSystem

Decision:Initial

Assessment

Staff AssistedCore Services

Leave System

No No

EmploymentTrack

EmploymentPreparation

Track

PlacementAssistance

Career Planning

WorkshopsEmploymentPreparation

JobDevelopment

Placement

In-depthAssessment

Not Training orEmployment Ready

Training ready& Appropriate

Training

SeminarsBasic Ed

Support Services,Etc.

Includes OJT, Direct, etc.

Employment Ready

WIA Process Flow Chart

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WIA SERVICES & ACTIVITIES

WHAT

CORE SERVICES

WHO, WHEN & WHERE

(to capture customers & services)

WHY

(we need to capture customers & services)

HOW

(does it affect performance)

Definition:

Universal access to WIA through core-related employment services which are available to any job seekers including individuals seeking to advanced his or her career. Core services are services available in the One-Stop system that are accessible to consumers by self-service or limited staff assistance

Examples:

Wagner Peyser Eligibility Initial Assessment

Job Search Resume Writing

Interviewing Skills Career Advising

Labor Market Information Job Vacancy Listings

Use of computers, faxes, phones, etc. Vendor Program Performance information

Program Cost information Community Resources/Supportive Service

information Financial Aid information

UC assistance Center Workshops

1. For those customers that are utilizing the resource room for: a. job searching b. updating and/or completing a resume c. obtaining job referrals d. use of computers e. use of fax machines f. use of phones, g. use of resume paper h. making copies i. attend workshops j. attend general orientation

1. Identification of customers utilizing the resource room 2. After attending workshops & job clubs in the center. 3. Providing staff assisted job referrals 4. After attending programmatic orientations (WT,WIA & General) 5. Job Fairs, Recruiting Events

Capture customers by registering them into

Wagner Peyser in EFM & enter the services that were provided to the

customers.

Investors in the nation’s workforce development system need to know the impact of their investment in the public labor exchange and how effectively the system helps individuals find jobs and provides employers’ access to skilled workers. Wagner-Peyser services are a critical component of One-Stop Centers in meeting this challenge. With the implementation of the Labor Exchange Performance Measurement System, consisting of labor exchange performance measures, data collection and reporting requirements and ultimately the establishment of expected levels of performance, Congress, the States, the business community and other partners and stakeholders will be able to more accurately assess the value of labor exchange services for our customers. (Source: ETA 9002 and VETS 200 Data Preparation Handbook, ET Handbook No. 406, April 2002) (Final Guidance -Wagner-Peyser Job Seeker Registration & Employer Services Procedures)

• WP Entered Employment Rate • WP Entered Employment Wage

Rate • WP New Hire Involvement Rate • WP Employer Involvement Rate • WP Percentage of Job Openings

Filled • Short-Term Veterans Entered

Employment Rate • Customer Satisfaction Survey

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WHAT ASSISTED CORE

SERVICES

WHO, WHEN & WHERE (to capture customers & services)

WHY (we need to capture

Customers & services)

HOW


Definition:

Core measures of performance for customers who receive workforce investment activities beyond

self-service and informational services.

Examples:

Staff assisted job search Staff assisted job matching

assistance Staff assisted career advising

Staff assisted job referrals (such as testing and background checks) Staff assisted career development (working with employer and job-

seeker) Staff assisted workshops and job

clubs

When there is significant staff involvement in terms of resources or time,

individuals receiving the staff-intensive core services are required to be registered for the adult and dislocated worker programs

Registration occurs at the point in which a WIA Adult or Dislocated Worker participant receives an assisted core service (Reference: 20 CFR 663.105 and 664.215)

The date of application is the date the individual began the process of eligibility determination

Until the WIA Career Coach registers the individual in an activity (Assisted Core) in EFM, the individual is an applicant. WIA registration is the point at which performance measurements will begin. (Reference: WIA Final Rule, Part 663 Note: Assisted Core Customers do not necessarily need to be placed into this activity for any specified time. They may move directly into Intensive services the next business day.

Identification of customers utilizing the resource room on a continuous basis; AND/OR

1. After attending workshops and Job Clubs in the center;

2. Providing staff assisted job referrals; 3. Providing staff assisted job matching; 4. After attending programmatic orientations

(WT,WIA & General); 5. Attending multiple Job Fairs or recruiting

events ; 6. Utilizing referrals from other center programs;

Vet Reps, Business Services, Resource Room;

7. Long Term Wagner Peyser registrations in EFM;

8. Training programs that are about to end and the customer requires placement assistance

9. Staffing customer with WIA career coach using activity print out from EFM

10. Networking through family, friends, co-workers, program partners, community and volunteer work conducted by employee.

WIA Career Coach will

1. make appointment with customer 2. makes decision to enroll in WIA 3. determine eligibility ,registers them in WIA (in

EFM), and assigns them to Assisted Core Services Activity.

4. Enters the services that were provided to the customers in Wagner Peyser

5. If customer not registered in WIA, return to referring staff with explanation

For staff-assisted activities, the purpose of the service should be examined to determine if registration is required for the service. Services that are designed to inform and educate individuals about the labor market and their employment strengths, weaknesses, and the range of services appropriate to their situations should be considered informational in nature. Staff-assisted services that are designed to impart job seeking and/or occupational skills should require registration. The goal of Florida’s Workforce Investment Act Program is to increase the employment, retention, and earnings of participants, increase occupational skill attainment by participants, and, as a result improve the quality of the workforce, reduce welfare dependency, and enhance the productivity and competitiveness of the nation.

An individual who is registered for WIA services has been determined eligible and is counted in performance.

• WIA Adult Employed Workers Outcome Rate

• WIA Adult Entered Employment Rate • WIA Adult Entered Employment Wage

Rate • WIA Dislocated Entered Employment


Wage Rate • WIA Timeliness of Registrations • WIA Timeliness of Exits • WP Entered Employment Rate • WP Entered Employment Wage Rate • WP New Hire Involvement Rate • WP Employer Involvement Rate • WP Percentage of Job Openings Filled • Customer Satisfaction Surveys

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http://www.dol.gov/dol/allcfr/ETA/Title_20/Part_663/20CFR663.105.htm�


http://www.dol.gov/dol/allcfr/ETA/Title_20/Part_663/toc.htm�


WHAT

INTENSIVE SERVICES

WHO, WHEN & WHERE


WHY


HOW


Definition:

Customers that need a more “Hands On” approach to identifying job seeking or occupational skill needs. Persons who are unable to obtain employment through core services and need more specialized or individual services Also available to those that are employed and need assistance to obtain or retain employment to achieve self-sufficiency.

Examples:

Work Experience Literacy Skills

Comprehensive Assessment Diagnostic Testing

In-Depth Interviewing Individual Employment Plans

Individual and/or Group Counseling Job Clubs

Career Planning Skill Identification

Case Management Job Analysis

Rehabilitative Services Technology Needs

Self-Assessment Tools Adult Education/GED Referrals to Training

Customers that are receiving Assisted Core Services and are registered in WIA. When there is significant staff involvement in terms of resources or time,

individuals receiving the staff-intensive core services are required to be registered for the adult and dislocated worker programs.

Identification of customers utilizing the One Stop Center services SUCH AS:

1. Identification of customers utilizing the Resource Room on a continuous basis

2. After attending workshops & Job Clubs 3. Providing job referrals 4. After attending programmatic orientations

(WT,WIA & General) 5. Attending Job Fairs or Recruiting events 6. Networking through family, friends, co-

workers, program partners, community and volunteer work conducted by employee

7. Utilizing referrals from existing customers in the program or other center programs

8. Use long term Wagner Peyser registrations in EFM

9. Utilize training programs that are about to end and the customer requires placement assistance

Assisted Core customers that are registered in WIA will need to be placed directly into Intensive Services. Enter the services that were provided to the customers in Wagner Peyser

The goal of Florida’s Workforce Investment Act Program is to increase the employment, retention, and earnings of participants, increase occupational skill attainment by participants, and, as a result improve the quality of the workforce, reduce welfare dependency, and enhance the productivity and competitiveness of the nation.

An individual who is registered for WIA services has been determined eligible and is counted in performance.





Wage Rate • WIA Timeliness of Registrations • WIA Timeliness of Exits • WP Entered Employment Rate • WP Entered Employment Wage Rate • WP New Hire Involvement Rate • WP Employer Involvement Rate • WP Percentage of Job Openings Filled • Customer Satisfaction Surveys

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WHAT

TRAINING SERVICES

WHO, WHEN & WHERE


WHY


HOW


Definition:

Services for those individuals unable to obtain or retain employment through core and intensive services.

Examples:

On the Job Training (OJT) Occupational Skills Training

Non-Traditional Employment Training Cooperative Education Private Sector Training

Skills Upgrading Retraining

Entrepreneurial Training Adult Education

Employ-Driven Customized Training Distance Learning On-Line Training

Incumbent Worker Training Post-Secondary Training

Section 663.240-663.310 of the Workforce

Investment Act differentiates between intensive services and training services.

Short-term, pre-vocational, skill enhancement programs and stand-alone adult

Ed/GED/ESOL/literacy training are excluded from training services. These programs are

more appropriately intensive services and are not to be included on the State Training

Provider List.

(Final Guidance-ITA’s Addendum)

WIA funding for training is limited to participants who:

• Are unable to obtain grant assistance from other sources to pay the costs of their training; or

• Require assistance beyond that available under grant assistance from other sources to pay the costs of such training

(Reference: WIA Final Rule, Part 663)

• To upgrade customer skills

• To change certification from out of state to in state in order to be employable.

Training services may be made available to employed and unemployed adults and dislocated workers who:

Have met the eligibility requirements for intensive services.

Have received at least one intensive service under § 663.240, and

Have been determined to be unable to obtain or retain employment through such services

Intensive Service

customers need to be placed into Occupational Skills Training. Enter the

services that were provided to the

customers in Wagner Peyser.

The goal of Florida’s Workforce Investment Act Program is to increase the employment, retention, and earnings of participants, increase occupational skill attainment by participants, and, as a result improve the quality of the workforce, reduce welfare dependency, and enhance the productivity and competitiveness of the nation.

Customers that are unable to obtain grant assistance from other sources to pay the costs of such training, including such sources as Welfare-to-Work, State-funded training funds, Trade Adjustment Assistance and Federal Pell Grants established under title IV of the Higher Education Act of 1965, or require WIA assistance in addition to other sources of grant assistance, including Federal Pell Grants (provisions relating to fund coordination are found at § 663.320); and

The accountability measures to be used in documenting competencies acquired by the participant during training shall be literacy completion points and occupational completion points. Literacy completion points refers to the academic or workforce readiness competencies that qualify a person for further basic education, vocational education, or for employment. Occupational completion points refers to the vocational competencies that qualify a person to enter an occupation that is linked to a vocational program. An individual who is registered for WIA services has been determined eligible and is counted in performance.





Wage Rate • WIA Timeliness of Registrations • WIA Timeliness of Exits • WP Entered Employment Rate • WP Entered Employment Wage Rate • WP New Hire Involvement Rate • WP Employer Involvement Rate • WP Percentage of Job Openings

Filled • Customer Satisfaction Surveys

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Selection of customers for intensive/training services is based on both need and suitability. While persons may be fully eligible and in need of intensive services or training, they may not be suitable, pending resolution of an immediate problem or a personal barrier. Suitability is the assessed ability and the perceived personal commitment of the customer to attend intensive services or training activities, to successfully complete these activities, and to acquire and retain employment at or leading to self-sufficiency. Suitability is determined by staff and the customer during orientations and other activities, where the customer decides if WIA training is right based on information provided. Complete the suitability checklist for the applicant you are considering for WIA enrollment by placing an “X” in either the “Y” or “N” column for each question.

WIA Intensive Services Suitability Factors Y N

1 Extensive support (medical, dental, mental health, child care, etc.) is required beyond ability of WIA to provide. (These issues should be resolved before WIA enrollment.)

2 Needs are more appropriately served by another agency. WIA enrollment may be appropriate later after the issues have been sufficiently addressed by other agency.

3 Customer is a person whose life is in immediate crisis and cannot fully participate in a WIA service at this time. Examples include family problems that will force them to drop out of the program.

4 Consistently fails to show for appointments or program services thereby showing lack of interest. If they cannot complete pre-enrollment assignments, they will probably not complete training.

5 Lacks transportation to attend training or to obtain employment even with assistance. If no viable option, and applicant will not move, they will not be successful and should not be enrolled.

6 Admits to current, active substance abuse and is not in rehabilitation to overcome this dependency. This applicant will not be successful and should probably not be enrolled.

7 Customer wants/needs job now without regard to, or the desire for, vocational training. May need only core services, unless specialized placement assistance is necessary.

8 Considered already sufficiently trained and ready for employment in an occupation with wages equal to or better than that which can be gained through WIA Training Services.

9 Background check does not support requirements for the training, such as a person with a particular type of felony background who wants a job in an area where employers will not hire them.

WIA Training Services Suitability Factors Y N

1 Training desires cannot be met by WIA, such as a training program not on Targeted Occupations List

2 Customer’s financial situation will not allow them to attend training, even with assistance. Non-training options may be considered for this applicant.

3 Customer appears to be unable to allocate sufficient time to WIA Training Services.

4 Requires or insists on services sooner than can be provided. In terms of interpretation of results, there are some items in the suitability scale that may on their own be sufficient for staff to conclude that the customer cannot be successful in intensive services or training. For example, if they have no transportation, they will likely not be successful in any intensive or training activity. In other cases, however, they may have one or two problem areas which may not be limiting to a sufficient degree to rule them out as a candidate. The factors mentioned above are meant to be guidelines for staff to consider when making a decision on WIA suitability but are not to be considered all-inclusive.

WIA INTENSIVE/TRAINING SERVICES SUITABILITY DESK GUIDE

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SOP Number: Subject: WIA Tiers of Service Date of Issuance: 07/01/2010 Revision Date: 6/22/2011


PURPOSE It is the policy of Tampa Bay Workforce Alliance to have a standard process for providing WIA services for WIA adults. Provision of services is to be in accordance with federal WIA regulations. Upon determination of eligibility of any WIA Tier services, documentation is to be entered and paper documentation complete prior to any intensive or training services offered. The hard copy case file and EFM will reflect and verify the information. The purpose of this local operating procedure is to standardize provision of services for WIA Adult customers, as needed to meet all regulatory and contractual requirements. PROCEDURE BACKGROUND The Workforce Investment Act of 2000 initiated a system that is customer focused to help job seekers access the tools they need to manage their careers. WIA is focused to assist those individual who need assistance beyond unassisted core services. The One-Stop system is their source of information and guidance. PROCESS Core Services-Orientation Core orientation may be conducted as a group or on a one on one basis. Orientation

will discuss the services available. After completion of orientation, and the customer has determined that WIA may be

able to assist in his/her needs, the customer will schedule a One on One appointment with Core Career Manager to: 1. Determine customer wants, needs and suitability 2. Determine need for job search assistance, assessment workshops or referral(s) 3. Document in WP case notes

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Assisted Core Services Customer needs services beyond resource room: Candidate attends WIA Orientation and receives a WIA application packet Candidate brings back packet with all supporting documentation, WIA career mgr

reviews documentation. 1. Enroll into assisted core services 2. Begin Career Plan in EFM with minimum entries

a. Barriers to employment b. Goals

3. Document in case notes Intensive Services Customer needs job search assistance, assessment or other intensive service

1. Change status to intensive services 2. Document in case notes 3. Provide or refer to service(s) 4. Refer to job developer for completion of verified job search 5. Enter service(s) provided in EFM

Customer finds suitable job that utilizes current skills and maintains household, explain customer choice to utilize additional services 1. Additional services to obtain better wage 2. Training for self-sustaining wage 3. Services subject to funding availability 4. Enter placement information and service(s) provided in EFM

Customer exhausts all possible avenues to find suitable employment that utilizes the current skills and provides a livable wage or maintenance income 1. Determine if there is need for training, if yes:

a. Assign career exploration b. Document in case notes c. Change status to training d. Discuss support services e. Enter service(s) provided in EFM

No services without proof of financial aid first 1. Require proof of application for financial aid 2. Require written proof of acceptance or denial 3. Require proof of type and amount if awarded 4. Must be used for tuition and books

Training Services When customer is determined eligible and suitable for training, select the training

and verify 1. Training is on the approved TOL 2. Training Provider is an approved training vendor 3. Complete the authorization to pay and copy to file

Calculate total training costs that include all training related expenses except travel

and child care, document on budget form: 1. Tuition 2. Lab Fees 3. Certifications/licenses

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4. Insurance (Program Related) 5. Books 6. Supplies 7. Equipment/uniforms 8. Physical exam 9. Lab Testing 10. Shots

Calculate the estimated costs for this program year

1. Estimated Training Expenses 2. Estimated Support Services 3. Total ITA and Support

ITA Training Expense Worksheet and Budget Form

1. Create an ITA Training Expense Worksheet and Budget Form for each customer who is receiving ITA services

2. Enter the semester you are enrolling 3. Maintain form ongoing with expense changes as they occur

a. If the student receives additional funding through Pell grant, or other sources, indicate the amount by which our estimated cost will be reduced for that semester.


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