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Eligibility Documentation What do I document, and how do I do it?

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Presentation on theme: "Eligibility Documentation What do I document, and how do I do it?"— Presentation transcript:

1 Eligibility Documentation What do I document, and how do I do it?

2 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.

3 Eligibility/Case Management Items That Must be Documented All criteria for determining GENERAL ELIGIBILITY All criteria for determining GENERAL ELIGIBILITY All criteria for determining PROGRAM - SPECIFIC ELIGIBILITY All criteria for determining PROGRAM - SPECIFIC ELIGIBILITY Justification for supportive services provided Justification for supportive services provided Justification for intensive/training services provided Justification for intensive/training services provided

4 What NOT to Document Items referenced on the MIS-1 form which DO NOT impact eligibility determination, but is information requested FOR REPORTING PURPOSES ONLY Items referenced on the MIS-1 form which DO NOT impact eligibility determination, but is information requested FOR REPORTING PURPOSES ONLY Example: Number in family, for those individuals who are automatically low- income, for whom an income calculation is not necessary Example: Number in family, for those individuals who are automatically low- income, for whom an income calculation is not necessary

5 General Eligibility Items Participants Age (to insure applicable minimum age requirement met to receive services as either a youth, adult, or dislocated worker) Participants Age (to insure applicable minimum age requirement met to receive services as either a youth, adult, or dislocated worker) Citizenship/authorization to work in the United States Citizenship/authorization to work in the United States Selective Service registration (for males born January 1, 1960 and later) Selective Service registration (for males born January 1, 1960 and later)

6 General Eligibility(Continued) Applicants name Applicants name Applicants Social Security number Applicants Social Security number While these are not actually eligibility items, it is recommended that these items be verified to ensure accuracy of record keeping and to prevent the erroneous establishment of duplicate files. While these are not actually eligibility items, it is recommended that these items be verified to ensure accuracy of record keeping and to prevent the erroneous establishment of duplicate files.

7 General Eligibility (continued) It is NOT necessary to document the participants address, unless local residency is part of the local priority of service criteria, or if the WIA definition of family (which requires living in a single residence) is applied as part of an income eligibility criteria. It is NOT necessary to document the participants address, unless local residency is part of the local priority of service criteria, or if the WIA definition of family (which requires living in a single residence) is applied as part of an income eligibility criteria.

8 General Eligibility- Examples of Acceptable Documentation Age- birth certificate, drivers license or State of Florida ID card, school records Age- birth certificate, drivers license or State of Florida ID card, school records Citizenship/authorization to work in the U.S.- Anything accepted by the United States Immigration and Naturalization Service See back of I-9 form) Citizenship/authorization to work in the U.S.- Anything accepted by the United States Immigration and Naturalization Service See back of I-9 form) Selective Service registration- Selective Service card or verification from Selective Service web site Selective Service registration- Selective Service card or verification from Selective Service web site

9 General Eligibility Examples- (continued) Applicant name- Drivers license or Florida ID card Applicant name- Drivers license or Florida ID card Applicant SSN- Social Security card; school or governmental agency records Applicant SSN- Social Security card; school or governmental agency records Address (if applicable)- Drivers license, Florida ID card, lease, utility bill Address (if applicable)- Drivers license, Florida ID card, lease, utility bill

10 Program-Specific Eligibility- Adults Age-Must be at least 18 years old at time of registration Age-Must be at least 18 years old at time of registration IF local funds are limited and local priority of service criteria has been implemented, receipt of public assistance or other low- income criteria must be documented. IF local funds are limited and local priority of service criteria has been implemented, receipt of public assistance or other low- income criteria must be documented.

11 Dislocated Worker Eligibility Terminated or laid off AND eligible for or exhausted Unemployment Compensation AND unlikely to return to a previous industry or occupation OR Terminated or laid off AND eligible for or exhausted Unemployment Compensation AND unlikely to return to a previous industry or occupation OR Laid off or received notice of impending layoff due to permanent plant closure or substantial layoff Laid off or received notice of impending layoff due to permanent plant closure or substantial layoff

12 Dislocated Worker Eligibility- (continued) If employer has made a general announcement that plant closure will occur WITHIN 180 DAYS, all services may be provided. If employer has made a general announcement that plant closure will occur WITHIN 180 DAYS, all services may be provided. If employer has made only a general announcement of plant closure, with no date or within a time frame greater than 180 days, only provide core services. If employer has made only a general announcement of plant closure, with no date or within a time frame greater than 180 days, only provide core services.

13 Dislocated Worker Eligibility- (continued) Self-Employed- Dislocated due to economy or natural disaster Self-Employed- Dislocated due to economy or natural disaster Displaced homemaker- has been dependent on the income of another family member, but is no longer supported by that income, AND is unemployed or underemployed and is experiencing difficulty in obtaining or upgrading employment. Displaced homemaker- has been dependent on the income of another family member, but is no longer supported by that income, AND is unemployed or underemployed and is experiencing difficulty in obtaining or upgrading employment.

14 Documentation Examples- Dislocated Workers Terminated or Laid off- Letter from employer, documented collateral contact with employer, UC printout, applicant statement Terminated or Laid off- Letter from employer, documented collateral contact with employer, UC printout, applicant statement Eligible for or exhausted UC- UC printout Eligible for or exhausted UC- UC printout Unlikely to return to previous a industry or occupation ( NOT job of dislocation with lay-off employer )- unsuccessful job search; doctors statement; court records Unlikely to return to previous a industry or occupation ( NOT job of dislocation with lay-off employer )- unsuccessful job search; doctors statement; court records

15 Documentation Examples- Dislocated Workers (continued) Laid off or impending lay off due to permanent plant closure or substantial lay off- employer letter or notice, newspaper article or WARN notice WITH pay stub as proof of employment at plant at time of closure or impending closure Laid off or impending lay off due to permanent plant closure or substantial lay off- employer letter or notice, newspaper article or WARN notice WITH pay stub as proof of employment at plant at time of closure or impending closure Self-employed- economy-license, income tax records, etc. AND proof of income loss Self-employed- economy-license, income tax records, etc. AND proof of income loss

16 Documentation - Dislocated Workers (continued) Self-employed-disaster-license,other proof of self-employment AND insurance claim or other proof of income loss Self-employed-disaster-license,other proof of self-employment AND insurance claim or other proof of income loss Displaced homemaker- no longer supported by family member- divorce decree, death certificate, applicant statement Displaced homemaker- no longer supported by family member- divorce decree, death certificate, applicant statement Displaced homemaker- unemployed or underemployed- applicant statement or wage statement Displaced homemaker- unemployed or underemployed- applicant statement or wage statement

17 Program-Specific Eligibility-Youth Youth must be years old at time of registration Youth must be years old at time of registration Youth years old at time of registration may be served as youth, adults, or both Youth years old at time of registration may be served as youth, adults, or both However, all applicable documentation must be obtained prior to expending funds from the other funding stream However, all applicable documentation must be obtained prior to expending funds from the other funding stream

18 Program-Specific Eligibility- Youth (continued) This means that if adult funds are going to be expended on a youth already being served with youth funds, then the file must be documented to show that a core and an intensive service have been provided prior to placement in training. Documentation of the provision of intake and development of the Individual Service Strategy, which should have already been done, will suffice. This means that if adult funds are going to be expended on a youth already being served with youth funds, then the file must be documented to show that a core and an intensive service have been provided prior to placement in training. Documentation of the provision of intake and development of the Individual Service Strategy, which should have already been done, will suffice.

19 Program- Specific Eligibility-Youth (continued) This also means that if youth funds are going to be expended on an older youth (age 18-21) that was initially served with adult funds, documentation of low- income status AND the presence of an allowable barrier must be documented prior to the expenditure of youth funds, unless the 5% percent window is used. In that case, one of the 5 % window barriers must be documented. This also means that if youth funds are going to be expended on an older youth (age 18-21) that was initially served with adult funds, documentation of low- income status AND the presence of an allowable barrier must be documented prior to the expenditure of youth funds, unless the 5% percent window is used. In that case, one of the 5 % window barriers must be documented.

20 Eligibility Documentation Examples- Youth Eligibility Documentation Examples- Youth Low-income- (also for adults when funds are limited and priority criteria implemented): Low-income- (also for adults when funds are limited and priority criteria implemented): public assistance or food stamp recipient- documentation from governmental agency showing receipt of public assistance or food stamps public assistance or food stamp recipient- documentation from governmental agency showing receipt of public assistance or food stamps

21 Eligibility Documentation Examples-Youth (continued) Foster child- court documents or documentation from Department of Children and Families Foster child- court documents or documentation from Department of Children and Families Homeless- applicant statement or collateral contact verification from shelter Homeless- applicant statement or collateral contact verification from shelter Family of one- medical or school records indicating substantial disability Family of one- medical or school records indicating substantial disability

22 Eligibility Documentation Examples- Youth (continued) Income calculation- wage statement(s) AND applicant statement addressing number in family by WIA definition, supported by source documentation such as birth and marriage certificates where possible Income calculation- wage statement(s) AND applicant statement addressing number in family by WIA definition, supported by source documentation such as birth and marriage certificates where possible

23 Barriers for Youth In addition to being low-income and years of age, all youth (except for 5% window exception) must have at least one of the following documented barriers. Examples of documentation are included: In addition to being low-income and years of age, all youth (except for 5% window exception) must have at least one of the following documented barriers. Examples of documentation are included: Deficient in basic literacy skills- generally accepted standardized or criterion- referenced tests (such as TABE) or school records Deficient in basic literacy skills- generally accepted standardized or criterion- referenced tests (such as TABE) or school records

24 Barriers for Youth (continued) School dropout - documentation from school board showing not currently enrolled if possible, or applicant statement School dropout - documentation from school board showing not currently enrolled if possible, or applicant statement homeless or runaway youth- applicant statement or documented collateral contact with shelter homeless or runaway youth- applicant statement or documented collateral contact with shelter Foster child- Court or Department of Children and Families records_ Foster child- Court or Department of Children and Families records_

25 Youth Barriers (continued) Pregnant or parenting- Doctors statement (pregnant) or birth certificate (parenting) Pregnant or parenting- Doctors statement (pregnant) or birth certificate (parenting) Offender: Court records Offender: Court records Requiring additional assistance to complete an educational program, or to secure and hold employment- applicable documentation of this locally defined criteria, which could include medical or school records documenting a disability Requiring additional assistance to complete an educational program, or to secure and hold employment- applicable documentation of this locally defined criteria, which could include medical or school records documenting a disability

26 5% Percent Window Documentation Up to 5% of youth served locally in any program year DO NOT have to be low- income IF they have one or more of the following barriers Up to 5% of youth served locally in any program year DO NOT have to be low- income IF they have one or more of the following barriers THIS IS A DIFFERENT LIST THAN THE ONE FOR LOW-INCOME YOUTH, THOUGH SOME ELEMENTS ARE THE SAME THIS IS A DIFFERENT LIST THAN THE ONE FOR LOW-INCOME YOUTH, THOUGH SOME ELEMENTS ARE THE SAME

27 5 Percent Window Documentation (continued) School dropout- same School dropout- same Basic skills deficient (English reading, writing, or computing skills at or below the 8th grade level)- generally accepted standardized or criterion-referenced tests or school records Basic skills deficient (English reading, writing, or computing skills at or below the 8th grade level)- generally accepted standardized or criterion-referenced tests or school records One or more grade levels behind- school records One or more grade levels behind- school records

28 5 Percent Window Documentation (continued) Pregnant or parenting- same Pregnant or parenting- same Possess one or more disabilities (including learning disabilities)- medical or school records Possess one or more disabilities (including learning disabilities)- medical or school records Homeless or runaway- same Homeless or runaway- same Offender- same Offender- same Face serious barriers to employment as identified by local Board- applicable documentation Face serious barriers to employment as identified by local Board- applicable documentation

29 School Status 30% of WIA funds must be expended annually on youth who are out of school- school records, copy of diploma or equivalent, applicant or parental signed statement, or documented collateral contact with school board 30% of WIA funds must be expended annually on youth who are out of school- school records, copy of diploma or equivalent, applicant or parental signed statement, or documented collateral contact with school board Alternative schools and home schooling are counted as being in-school Alternative schools and home schooling are counted as being in-school

30 Need for Supportive Services Participating in core, intensive, or training services- document with locally- developed forms or counseling notes Participating in core, intensive, or training services- document with locally- developed forms or counseling notes Unable to obtain service through other programs- counseling notes Unable to obtain service through other programs- counseling notes Services necessary to participate in WIA Title I activities- applicant statement Services necessary to participate in WIA Title I activities- applicant statement

31 Need for Intensive Services Provided Unemployed Adults and Dislocated Workers- Document with: Unemployed Adults and Dislocated Workers- Document with: Receipt of one core service- locally developed forms or counseling notes Receipt of one core service- locally developed forms or counseling notes Unable to obtain employment through core services- unsuccessful job search or supporting documentation showing job search inappropriate for skill level Unable to obtain employment through core services- unsuccessful job search or supporting documentation showing job search inappropriate for skill level

32 Need for Intensive Services Provided (continued) Determined to be in need of intensive services- locally developed forms or counseling notes Determined to be in need of intensive services- locally developed forms or counseling notes Employed Workers- Employed Workers- Received at least one core service- locally developed forms or counseling notes Received at least one core service- locally developed forms or counseling notes

33 Need for Intensive Services(continued) Determined to need intensive services in order to OBTAIN OR RETAIN employment leading to self-sufficiency- locally developed forms or counseling notes (obtain employment), letter or documented collateral contact with employer stating that employee will not be retained unless services received (retain employment) Determined to need intensive services in order to OBTAIN OR RETAIN employment leading to self-sufficiency- locally developed forms or counseling notes (obtain employment), letter or documented collateral contact with employer stating that employee will not be retained unless services received (retain employment)

34 Documentation of Need for Training Services Received at least one intensive service and has been unable to OBTAIN OR RETAIN employment leading to self- sufficiency- locally developed forms or counseling notes (obtain employment) or letter from or documented collateral contact with employer stating that training needed in order to retain employment (retain employment) Received at least one intensive service and has been unable to OBTAIN OR RETAIN employment leading to self- sufficiency- locally developed forms or counseling notes (obtain employment) or letter from or documented collateral contact with employer stating that training needed in order to retain employment (retain employment)

35 Need for Training Services (continued) Determined to be in need of training services- locally developed forms or counseling notes or if employed, letter from employer stating training needed to retain current employment which allows for self-sufficiency Determined to be in need of training services- locally developed forms or counseling notes or if employed, letter from employer stating training needed to retain current employment which allows for self-sufficiency Program directly linked to employment opportunities-demand occupation lists Program directly linked to employment opportunities-demand occupation lists

36 Need for Training Services Documentation (continued) Unable to obtain grant assistance or requires additional assistance- counseling notes and Pell grant application and results where applicable Unable to obtain grant assistance or requires additional assistance- counseling notes and Pell grant application and results where applicable Determined to be eligible in accordance with local priority system when funds are limited (adult funding stream only)- documentation of low income status Determined to be eligible in accordance with local priority system when funds are limited (adult funding stream only)- documentation of low income status


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