Program Follow-ups ... Note: Program follow-ups are require

1
WORKFORCE INVESTMENT ACT2008 TRAINING
PRESENTATION

• Credentials, Job Placement, Program Exit, Program
  Follow-ups, Global Exclusions, Targeted
  Populations, Partner Programs and Special Projects

2
Credentials

• What is a credential?
• A credential is a certificate awarded in
  recognition of an occupational or technical skill
  that is nationally recognized. Also, the
  credential attainment results from a participant
  receiving approved training.
• Examples of a credential are
• Degree or Certificate in secondary school,
  post-secondary school, adult education programs
  or any other organized program of study that
  leads to a General Educational Development High
  School Diploma (GED).

3
Credential Documentation

• What are some of the acceptable source documents?
• The actual certificate, diploma, license, degree,
  transcript or letter from school.
• Collateral form
• Note The collateral form must have the type
  credential, attainment date, representatives
  signature and/or name documented.

4
Recording Credential

• A credential can only be counted once under
  federal measures. If a participant has been
  approved for training that results in an attained
  credential, the case manager must ensure that the
  credential is recorded during participation or
  within 9 months from the participants program
  exit date.
• Note If the approved training program provides
  for an Occupation Completion Point (OCP), the
  case manager may want to enter such information
  into the State Management Information System to
  ensure proper credit in cases where the
  participant does not complete the program which
  end result is a degree or certificate. It should
  also be noted that under common measures,
  certificates issued by the workforce investment
  boards and work readiness are not included in the
  federal measure.

5
Recording Credentialcontinued

• It is the case managers responsibility to ensure
  that credential attainment information is entered
  into the State MIS to reflect the document used
  to support the entry. The following information
  is critical and should be recorded accurately
• Credential Types (HS/GED, AA/AS, BA/BS,
  Occupational Skills License, Occupational Skills
  Certificate or Credential, Occupational
  Completion Point (OCP)
• Credential Attainment Date
• Note The credential attainment date is the date
  affixed on the actual credential or document you
  are using to support the entry into the State
  MIS.

6
Recording Credentialcontinued

• It is critical that the case manager records
  credential information accurately to ensure
  positive results for quality assurance and data
  validation purposes.
• A credential can be reported for all customer
  groups
• Youth
• Adult
• Dislocated Worker

7
Recording Credentialcontinued

• There are three place holders for recording a
  credential in EFM for performance reporting.
• Activity Record
• Case Closure Record
• Follow-up Record
• Note A credential can also be added to the
  Background wizard for resume purposes only.

8
Recording Credentialcontinued

• It is important to know the following information
  prior to recording a credential
• Credential Recorded in the Activity the
  activity must be closed before a credential is
  added.
• Credential Recorded in the Case Closure all
  activities must be closed before a case closure
  can be created.

9
Recording Credentialcontinued

• Record a Credential in the Follow-up Record the
  credential can be recorded in this section once
  the case soft exits from the program or partner
  program and when a follow-up is due.

10
Job Placement

• A Job Placement occurs when an individual has
  accepted unsubsidized employment with an
  employer.
• The recording of employment/job placement
  information is critical when a participant has
  obtained or retained employment prior to
  exit/termination from the WIA Program. Case
  managers should enter a job placement in the
  State MIS in order to receive credit for
  performance purposes.

11
Job Placement Verification

• Employment should be verified prior to entering
  the Job Placement information into the State MIS.
  RWBs may establish a policy that requires case
  managers to collect the following information
• Employer Name
• Employer Address
• Verification Date

12

Job Placement Verification continued

• Job Start Date
• Hourly, Bi-weekly or Monthly Wage
• Employer Representative Signature and date
• Note There are several methods used to verify
  information i.e., collateral form, case notes,
  new hire report, pay stub etc. Please be sure
  that all of the components above are documented.

13
Program Exit

• Who is an Exiter?
• Soft Exit - A participant who does not receive
  any WIA funded or non-WIA funded partner service
  for 90 consecutive calendar days and is not
  scheduled for future services except follow-up
  services.
• Note When a WIA case is closed, Wagner-Peyser
  services will not reopen the WIA case closure,
  but will keep the case from soft exiting.
  Currently, Wagner Peyser is the only Program that
  will extend participation.

14
Program Follow-ups

• Common measures require follow-up to be conducted
  1st, 2nd, 3rd and 4th quarters after exiting the
  WIA program.
• Follow-up services apply to all customer groups
• Youth
• Adult
• Dislocated Worker
• Note Program follow-ups are required for Adults
  and Dislocated Workers where any activity was
  funded with formula dollars. Regardless of the
  funding source, follow-ups are required for all
  Youth.

15
Monitoring Case Follow-ups

• In order to ensure that follow-ups are conducted
  at the required intervals, EFM will allow the
  case manager to manage cases.
• On the left navigation menu, select Manage
  follow-up and surveys and go to WIA Exiters for
  Follow-up and select workforce area, month record
  due, year, one-stop, follow-up type.

16
Global Exclusions

• A participant who is hard exited has a planned
  gap in service that will exceed 90 days. This
  individual is not considered an exiter and does
  not count in performance.
• The participant who is hard exited (Global
  Exclusion) falls under one of the reasons listed
  below
• Health/Medical Participant receiving medical
  treatment that precludes entry into unsubsidized
  employment or continued participation in the
  program.
• Institutionalized Participant is residing in an
  institution or facility providing 24-hour
  support, such as a prison or hospital.

17
Global Exclusions continued

• Deceased
• Reservist called to active duty Participant is
  a member of the National Guard or military
  Reserve unit and is called to active duty.
• Family care Participant is providing care for a
  family member with a health/medical condition
  that precludes entry into unsubsidized employment
  or continued participation in the program.

18
Global Exclusions continued

• Relocated to a Mandated Program Youth
  participants only, the participant is in the
  foster care system or another mandated
  (residential or non-residential) program and has
  moved from the area as part of such a program.
  This does not include relocation to a Job Corps
  center.

19
Targeted Populations

• A special population is a targeted group of
  individuals who receive workforce system
  services. See targeted populations identified
  below
• Veterans
• Individuals with disabilities
• Youth aging out of foster care
• Out-of-school youth
• Older workers
• Offenders
• Public assistance recipients

20
Targeted Populations continued

• In order for information to be reported on the
  targeted populations, the case manager must
  ensure the data fields in the application are
  recorded accurately.
• These populations need access to the services
  offered through the One-Stop Career Centers and
  are reported in the WIA Annual Report as well as
  the Balanced Scorecard Level of Services
  Indicator.

21
Mandatory One-Stop Partners

Who are the Mandatory One-Stop Partners?
22
Mandatory One-Stop Partners continued

• Mandatory Partner Programs
• Adult and Dislocated Worker Programs (including
  Veterans, Workforce Investment Act Programs,
  Migrant Seasonal Farmworkers Program and Indian
  and Native American Programs)
• Youth Services including Job Corps, and Youth
  Opportunity Grants
• Wagner-Peyser Programs (Employment Service)
• Adult Education
• Post-Secondary Vocational Education
• Vocational Rehabilitation
• Title V of the Older Americans Act

23
Mandatory One-Stop Partner continued

• Trade Adjustment Assistance
• Veterans Employment and Training Programs
• Community Service Block Grant activities
• Employment and Training activities carried out by
  the Department of Housing and Urban Development
• Unemployment Insurance Programs (including claims
  taking)
• Welfare Transition/Temporary Assistance for Needy
  Families
• Food Stamp Employment and Training

24
Optional One-Stop Partners

• What is an Optional Partner Program?
• These are programs and/or services offered by a
  provider or entity not described under the
  Mandatory Partner Program section.

25
Optional One-Stop Partners

• Optional One-Stop Partners
• Other appropriate federal, State, or local
  programs providing services such as
  transportation, child care, services offered by
  community colleges and economic development
  boards.
• Note Case managers should indicate in the
  participant record when a partner program is
  involved. This ensures accurate reporting of
  partner program participation.

26
Special Projects

• There are numerous special projects that are
  operated by the regional workforce boards and
  contractors. These projects are designed to
  provide activities in the local communities to
  employers, incumbent workers, new entrants to the
  workforce, veterans, persons with disabilities,
  youth, offenders, homeless etc.

27
Special Projects continued

• Each Participant Reporting Instruction (PRI)
  outlines the project name, contract category,
  program data collection, funding source, grant
  award amount, date range, regional workforce
  boards affected, eligibility requirements,
  follow-up, performance requirements, etc.
• Note Participants are tracked in the State
  Management Information System.

28
Special Project Tips

• Some of the most common issues found during the
  quality assurance review are
• The participant case file lacks required
  documentation to support eligibility
  requirements.
• The WIA Application not showing the applicant as
  being employed at registration.
• The participant case file lacks documentation
  from the employer or other source identifying the
  individual is in need of training.

29
Special Project Tips - continued

• The participant case file lacks documentation
  that the individual has completed training.
• The participant case file lacks a copy of
  credential or other acceptable source document.
• The credential information is not accurately
  recorded in the State MIS.
• The required follow-up identified in the PRI for
  Job Retention after exit is omitted.
• A participant case file containing information of
  other participants including confidential data.

30
Related Websites

• Agency Website
• www.floridajobs.org
• Workforce Services Resources
• http//www.floridajobs.org/workforce/workforce_res
  .html

31
Agency Contacts

• Mershal Noble
• Government Operations Consultant II
• [phone]
• Mershal.Noble_at_deo.myflorida.com
• Barbara Walker
• Government Operations Consultant II
• [phone]
• Barbara.walker_at_deo.myflorida.com
• Tammy Bacon
• Government Operations Consultant II
• [phone]
• Tammellia.bacon_at_deo.myflorida.com
• An equal opportunity employer/program. Auxiliary
  aids and services are available upon request to
  individuals with disabilities. All voice
  telephone numbers on this document may be reached
  by persons using TTY/TDD equipment via the
  Florida Relay Service at 711.