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Facilitated by Brandon Carter Youth Development Specialist September 12, 2014.

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Presentation on theme: "Facilitated by Brandon Carter Youth Development Specialist September 12, 2014."— Presentation transcript:

1 Facilitated by Brandon Carter Youth Development Specialist September 12, 2014

2  Introduction  Overview of Youth Program Design  Enrollment and Assessment  Youth in Need of Additional Assistance  Youth Incentive Policy  Support Services  Exits  Follow-up  5% Rule  References  Where to Find Policies

3 (412) Objective Assessment *30 days to complete Not Eligible -Refer to other services Eligible Participants -Occupational Assessment completed (413) Develop the ISS *30 days to complete Program Design

4 1. CASAS 2. TABE 3. Work Keys (CRC)

5  Indentifies Strengths and assets Abilities, Aptitudes, and Academic Skills Occupational and Educational Levels Math and Reading Literacy Levels  The Source must be documented and a copy of the results included in file *They can also assess barriers that interfere with participation on a continual basis, in turn, linking the appropriate supportive services

6 1. CareerScope 2. ONET 3. VA Wizard 4. My Next Move

7  The Youth Assessment Tools must be used to record information gathered about the youth related to workforce preparation and identify the service needs of each youth individually.  Career Assessment Testing may be used to narrow the interests of the participant and to assist in establishing a career goal or at least identifying a career pathway of occupations to consider.

8 1. Deficient in basic literacy skills 2. School dropout 3. Homeless, runaway, or foster child 4. Pregnant or parenting 5. An offender 6. An individual who requires additional assistance to complete an education program or to secure and hold employment as defined by Resource

9  Refer to other services (GOALS Institute or another school program)  You maintain documentation of the status of the youth and the referral in a folder  Must be kept for 12 months

10  To mutually develop and implement, educational and personal development needs and goals  Identify service objectives and a service plan of action to complement and support the identified needs and goals  To document the participant’s progress, services provided, and results * The ISS should enable youth to take responsibility and actively participate in the process of getting from where they are, to where they want to be!

11 1. Career Goal  Entertainer, Athlete, Don’t Know 2. Recommended by Assessment Mechanic Plumber Engineer Short TermIntermediateLong Term SOL RemediationGraduate from HSWork in your desired field Report to school on Mondays Come to School Everyday Have a understanding of your career path Research job descriptions & salaries Gain Work Experience Take ACT/SATPost-Secondary Education No referrals for behavior Apply for Student Aid

12  Case Managers serve as an advocate for youth. Ensuring he/she receives needs services  Match the level of support to skills and readiness of the young person, enabling the young person to take on a greater responsibility  Make sure you monitor & document service delivery (at a minimum every 30 days) and continue to motivate and encourage the youth

13  Maintain a close mentoring relationship after placement  Set high post-placement expectations and maintain support  Identify emerging needs and appropriate follow-up and retention services/activities  Develop a schedule for frequent, systematic follow-up

14  Develop non-intrusive follow-up and support opportunities Contact with employers/training providers ◦ Consider “Life after Placement...” issues and needs when providing follow-up services (budgeting, aftercare, etc.) ◦ Re-employment services, when necessary, should identify and address the issues that caused job loss.

15 “Youth in need of Additional Assistance” (YINAA) “An Individual (including a youth with a disability) who requires additional assistance to complete and education program or to secure and hold employment”

16 During the Eligibility/Assessment process, the Youth has been identified as: BarrierIn School (Recommended Documentation) Out of School (Recommended Documentation) Lacking work experience Case Note/Reference 412 Case note Lacking any documented or credentialed skills to offer employers Attendance RecordHS Diploma Having difficulty finding or keeping employment Attendance RecordJob Log, Case Note Having no plans for post secondary education/training Case Note/ Attendance Record Case Note Not having passed the SOL exam SOL FormN/A Having no high school diploma or GED School Transcript Enrolled in an alternative education Program N/AMiddle College, etc.

17 Barrier (Cont..)In School (Recommended Documentation) Out of School (Recommended Documentation) Completed high school or GED, and does not have self- sufficient employment N/ASchool Transcripts/ Case Note Youth who do not have any stated or clearly delineated career path Case Note/ISS Documentation Case Note Youth needing support or an ITA to enter and/or complete training and/or post secondary training and/or educational program to reach self-sufficiency N/ATranscript * The eligibility record and the ISS must include documentation of how the determination was made. Such documentation must take form of a well articulated statement by the Case Manager that clearly defines and explains the rationale for the decision to use this barrier, and how participation in the services selected will improve the chance for success.

18 Documentation can include: Scores from assessments Statement by Case Manager that clearly defines and explains the rationale for the decision, and how participation in the services will improve the chance for success Documentation from the educational program operator that the services are needed to avoid failure in the education/training program Cont…

19 Statement from a prospective employer related to what must be done to prevent the youth from failure in obtaining a specific job Statement from the present employer that identifies what is needed to prevent an employed youth from losing employment *These additional requirements must be documented in the youth’s Individual Service Strategy (ISS)

20 “Incentive Awards” Effective September 11, 2014 The purpose of this policy is to provide guidance to the Title I WIA Youth program for granting incentive awards to youth enrolled in the program

21 *Incentives shall be made in a uniform and consistent manner and administered to ensure all participants receive equal rewards for equal achievement. Incentive awards may be cash and/or material incentives such as laptops, gift cards, etc.

22 1. Program Participation which results in documented achievement such as the creation of a resume, cover letter, sample application, and any other work readiness related activity 2. Basic Skills Increase which results in a documented gain defined by WIA lit/num performance (out of school only) 3. Attainment of Secondary Completion 4. Attainment of Career Readiness Certification 5. Attainment of Occupational Skills Certificate 6. Entering Post Secondary School 7. Attainment of Unsubsidized Employment

23  Youth Incentive award are limited to a program year amount of $700 per eligible youth  Awards must be based on source documentation of the activity or attainment  Service providers must also maintain records verifying the customer received the award by obtaining the customer’s original signature on an incentive receipt/tracking form.  Incentive awards are not considered supportive services

24  It is the responsibility of each service provider to become aware of all applicable regulations and to monitor personnel/ participants activities to ensure compliance  Lastly, the Service Provider must track incentive awards through Virginia Workforce Connection (VOS) as prescribed in Virginia Workforce Letter #11-02

25 Supportive Services - The term “supportive services” means services such as transportation, child care, dependent care, housing, and needs-related payments that are necessary to enable an individual to participate in payment activities authorized under WIA Title I.

26 In order for the Service Provider to obtain payment for any Supportive Service, the service provider must provide appropriate documentation. Such documentation will include at a minimum the following: 1. A description of the Supportive Service provided and why the Supportive Service could not be obtained through non-WIA programs and; (Management Policy #31 Youth Assessment) 2. Justification for the need of Supportive Service in the ISS (which may include training attendance records, documentation of miles traveled, receipts); 3. An invoice or Receipt for Payment Received (itemized and dated) for the Supportive Service.

27  The supportive service VaWC activity code should be the date that the participant receives the supportive service, not the date that it is approved or invoiced. The supportive service VaWC activity code should reflect the actual dates of service. *This should be the standard operating procedure case for all services. Dates recorded in the system should be reflective of when the service actually begins and ends.


29  Example: The client needs glasses before s/he enters her CNA program. She gets approval to purchase the glasses on 10/17/14, but we don’t receive the bill from LensCrafters until 11/21/14. What date should the supportive service show in VaWC for this service?

30  If upon enrollment, it is known the participant will be in need of and provided with supportive services. Wait until the actual start date to enroll participants into supportive services (or any services for that matter).

31  The term program exit means a participant has not received a service funded by the program or funded by a partner program for 90 consecutive days, and is not scheduled for future services.  Once a participant has not received any services funded by the program or a partner program for 90 consecutive calendar days, the date of exit is applied retroactively to the last day on which the individual received a service funded by the program or a partner program.

32 Case Closure  The participant is no longer receiving any program services except follow-up. It is the date on which the 90 day soft exit period begins. It may also be the same as the exit date. Program Exit  The participant does not receive a service funded by the program or funded by a partner program for 90 consecutive calendar days and is not scheduled for any future services, including follow-up.

33 Why do we close records?  Completed Service Plan  Customer is no longer participating in program Record Closure Checklist Close all services Collect outcome data (credential/diploma/employment/exclusion)

34  Artificially extend services to avoid closure  Let system close record  Not keeping up with records  Untimely data entry  Delay closure and miss performance outcomes

35 “Follow-up Services” The goal of follow-up services is to ensure job retention, wage gains, and career progress for participants who have entered unsubsidized employment from the WIA program. Material also from Management Policy #31 Youth Assessment & TEGL 33-12 pg4

36  Additional career planning  Counseling regarding the workplace  Contact with the participant’s employer  Assistance with work-related problem that may arise  Peer support groups  Information about additional educational opportunities  Assistance in finding new employment if unemployed or underemployed  Referral to supportive services available in the community as appropriate

37  For example, customers who have multiple employment barriers and limited work histories may need significant follow-up services to ensure long-term success in the labor market. How will you ensure that the customer receives adequate follow-up based on the WIA guidelines?

38 Five Percent (5%) Youth Eligibility Rule Policy: Up to 5% of the youth served by WIA Youth Program may be from households that do no meet the WIA income eligibility requirement under certain conditions and with specific authorization from RWIB. * Do not use the 5% rule without this office’s permission!!!!!!!!

39  Resource WIB Policies #3, #9, #20, #23, #29,#31  TEGL No. 5-14WIA Youth Program Guidance for Program Year (PY) 2014 14_Acc.pdf 14_Acc.pdf  TEGL No. 33-12, WIA Youth Program Guidance for Program Year (PY) 2013  Management and ISS Development 703259/webinar.htm 703259/webinar.htm

40 Resources for Further Development! Listed below are important resources for your work: Virginia Workforce Connection website  Commonly referred to as VaWC.  Provides information on jobs, wages, skill requirements, industry and occupational trends, and potential training opportunities. Use this site to match job seekers to employers.  Includes the VaWC Systems Manual in the Resource section.  Virginia Workforce Network  Commonly referred to as VWN.  Provides WIA eligibility guidelines, WIA performance and common measure references and Virginia Workforce Letters that provide administrative guidance that is deemed necessary to implement the WIA in Virginia.  U.S. Department of Labor Employment and Training Administration website  Commonly referred to as DOLETA.  Provides resources, tools and information on jobs, careers, and business and industry employment trends. This site has a very good search function.   The DOL website, under WIA, Youth, has excellent Toolkits for Case Managers and many other reference materials. Glossaries – Definitions of commonly used terms can be found at the following site.  o Virginia WIA Eligibility Guidelines: Eligibility DefinitionsEligibility Definitions o Virginia WIA Performance/Common Measure References: WIA terms and definitionsWIA terms and definitions o Virginia Workforce Letters: VWL #11-02, WIA Service Code Definitions and LimitationsVWL #11-02, WIA Service Code Definitions and Limitations Manuals – TOOLKIT Frontline Workers.pdf and Elements of a WIA Youth Program.doc 

41 -Our Board Link -Policies and Procedures Link

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