1. SSAI Sponsor Transition Webinar t We will start in 5 minutes. t Please dial in by following the instructions (to see those instructions again click the audio icon)

2. Technical Details t To best view the presentation, Click the Whiteboard (or full Screen) Icon: t During the presentation you may also use the scrolling bars to view content that is hidden

3. Technical Details t Telephones will be open during the presentation t Please mute your phones during the presentation t We will have Question and Answer segments throughout the presentation, and at the conclusion of the presentation. t Feel free to jump in during the Q and A segments. t You can also ask a question or make a comment by clicking send a note icon

4. Senior Service America’s Sponsor Transition Webinar August 13, 2012

5. Agenda t Today’s Presenters: Lisa Le, Program Officer Joshua Wadsworth, Program Officer t Webinar Length: 1:30 t Welcome and Introductions t Transition Information Questions/Answers Questions/Answers t Review Sponsor Transition Materials Questions/Answers Questions/Answers t Next Steps t Adjourn

6. Welcome New Sponsors t Anoka County Workforce Center t East Central Mississippi Area Agency on Aging t MET, Inc.

7. Welcome t Welcome to SCSEP and to Senior Service America Inc. t Thank You for being part of SSAI’s bid, And joining our Network of Networks, and for your support through the competition process t Our objectives today are to provide you with an overview of SSAI’s service delivery approach and to discuss the transition process for participants transitioning to Incoming sponsors on October 1. t Today’s presentation is the first step toward bringing you on board with SCSEP and SSAI t Over the next several months you’ll receive support and training through multiple venues; one-on-one, In Person at SSAI Headquarters, webinars.

8. Service Delivery t SSAI’s service delivery approach: Small teams with specific areas of focus and expertise and with knowledge of each subgrantee Small teams with specific areas of focus and expertise and with knowledge of each subgrantee Small teams coordinate support to subgrantees Small teams coordinate support to subgrantees Timely and accurate communication on all types of SCSEP issues Timely and accurate communication on all types of SCSEP issues

9. Service Delivery: Two Teams 1. Front End Support Team 2. Participant Program Support Team

10. Front End Support Team t A centrally located training and support team designed to interact with subgrantee staff on program, fiscal, data, and other SCSEP issues, and to identify trends and training opportunities

11. Front End Support Team Front End Support Team – SCSEP “First Responders” (phone calls, emails or instant messages) Mohan Singh is the manager and staff are: Golan Frazier, Adrienne Williams and Redonna Wynn SCSEP Support Terry Reynolds and Joe Gallagher are the managers and staff are Lisa Le, Constance Todd, and Joshua Wadsworth Kamal Elharam, Director of IS/IT, and Chris Garland, National SCSEP Director will oversee the work of the Front End Support Team

12. Participant Program Support Team t A field-based training and support team specializing in compliance, data validation, training, and assistance on all aspects of unsubsidized placement

13. Participant Program Support Team 2. Participant Program Support Team Data Validation and Compliance Monica Gantt is the manager and staff are: Mirian Barrios- Barrera, Rian Ellis, Rose Hawkins and Carolyn Miller Unsubsidized Placement Rashaida Nairobe, Workforce Development Manager, is the manager and staff are: Glendale Johnson, Rita Monroy, and Janet Ray Tom Ryan, Director of SCSEP Field Operations, will oversee the work of the Participant Program and Support Team

14. What is the “cloud”? t It’s a web based tool where: You access it through our partner’s site You access it through our partner’s site To access your open and closed cases (Requests, Questions, Issues, etc.) To access your open and closed cases (Requests, Questions, Issues, etc.) You can interact with us and with other subgrantees in online communities/Chats You can interact with us and with other subgrantees in online communities/Chats You can update your contact information You can update your contact information And much more as we continue to hear from you about is important to you and to our network And much more as we continue to hear from you about is important to you and to our network t It’s the glue t It’s transparent – you use and we use it and we all can track our interactions in one place

15. SSAI’s Service Delivery Model

16. Contacting the Front End Support Team: Email: scsephelp@ssa-i.org; or Email: scsephelp@ssa-i.org; or Email: scsephelp@ssa-i.org Email: scsephelp@ssa-i.org Call: 301-578-8989; or Call: 301-578-8989; or Open a case via the Cloud Portal Open a case via the Cloud Portal

17. PARTICIPANT TRANSITIONS Coordinating the Transition of Participants on October 1, 2012

18. Transition Coordinators t Senior Service America will appoint a SSAI staff person to serve as the Transition Coordinator responsible for each Subgrantee Transition. t The Transition Coordinator will serve as your primary contact throughout the Transition Process.

19. Transition Coordinators Anoka County Workforce Center t Joshua Wadsworth Program Officer; Front End Support Team Program Officer; Front End Support Team jwadsworth@ssa-i.org jwadsworth@ssa-i.org jwadsworth@ssa-i.org (301) 578-8930 (301) 578-8930

20. Transition Coordinators East Central Mississippi Area Agency on Aging t Glendale Johnson Program Officer: Field Support Team Program Officer: Field Support Team gjohnson@ssa-i.org gjohnson@ssa-i.org gjohnson@ssa-i.org (301) 578-8916 (301) 578-8916

21. Transition Coordinators MET, Inc. t Lisa Le Program Officer; Front End Support Team Program Officer; Front End Support Team lle@ssa-i.org lle@ssa-i.org lle@ssa-i.org (301) 578-8833 (301) 578-8833

22. Transition Coordinators t Transition Coordinators will reach out to you shortly t They will provide you with copies of the materials from today’s presentation

23. PARTICIPANT TRANSITIONS Background and General Information

24. Transition Information t SSAI is here to support you, as you support your Incoming participants through this transition. t Our objective is to remain Participant Centered t Minimum disruption to the Participants and Host Agencies

25. Transition Information t DOL is requiring that the transition of payroll responsibilities for all participants between SCSEP grantees occur by October 1, 2012. t All SCSEP grantees have been given August and September to prepare for this transition. t A freeze on new enrollments is in effect as of midnight, Tuesday, July 31, 2012 for counties that will be transitioning October 1 st.

26. Transition Information t No Incoming participants should be on your payroll before October 1, 2012 t No transitioned participants should be on the Outgoing grantee’s payroll after September 30, 2012 t All participants should continue to be participants of their current SCSEP grantee up to and including September 30, 2012. Outgoing Grantees are expected to continue to serve Outgoing participants, including the development of unsubsidized placements job opportunities, IEP and transitional IEP. Outgoing Grantees are expected to continue to serve Outgoing participants, including the development of unsubsidized placements job opportunities, IEP and transitional IEP.

27. Transition Information t DOL has required all Incoming SCSEP grantees to allow current participants to remain in the program under the same conditions in which they are found in order to minimize disruptions to the program. t Participants must be able to continue in their community service assignment with the same host agency under the same conditions (e.g., rate of pay) through December 31, 2012. t Reductions in participant’s hours per week starting October 1, 2012 will be based on your Project Performance Plan.

28. Transition Information t Senior Service America Inc. (SSAI) will appoint a SSAI staff person to serve as the Transition Coordinator responsible for each Subgrantee with a transition. t With SSAI Support, The Outgoing and Incoming SCSEP grantees should agree on a time and place to convene two separate meetings in September: one meeting for all affected participants and one meeting for all affected participants and another meeting for all affected host agency representatives. another meeting for all affected host agency representatives. If it is not possible for you to convene a meeting with host agency supervisors in September, then invite the supervisors to your participant transition meeting in September. If it is not possible for you to convene a meeting with host agency supervisors in September, then invite the supervisors to your participant transition meeting in September.

29. Transition Meetings t The purpose of the participant transition meeting is to inform participants and Host Agency Supervisors of the transition and for participants to complete any payroll paperwork required for the Incoming grantee in order to transfer to the Incoming grantees’ payroll. t The Department of Labor requires that SCSEP participants experience no disruption, or lapse in pay, during the transition process. t Therefore, Participant Transition Meetings must be scheduled to provide the Incoming grantee sufficient time to process all payroll paperwork for participants.

30. Transition Meeting t SSAI has provided a sample Agenda in the transition Kit. As with all mandatory participant meetings, Participants should be paid training hours for attending the Transition Meeting. As with all mandatory participant meetings, Participants should be paid training hours for attending the Transition Meeting. t Outgoing grantees must send a written notice (letter or memo) to all participants and host agency supervisors notifying them of transition meetings. t The notice should alert them of any information or documents that they are required to bring to the meeting. t SSAI has provided a sample notice letter in this Transition Kit.

31. Incoming Participants t The Incoming grantee must identify their payroll process. t This process should include when time sheets will be due, and how participants should submit them. t The process should include how paychecks will be distributed or pay statements if direct deposit is used. t The process should include instructions for participants on what to do if a time sheet is late, and who should be contacted if there are any questions. t A written copy of this information should be provided to all participants at the Transition meeting.

32. Incoming Participants t Incoming grantees should prepare all documents to be completed by participants and host agencies at the transition meeting. t Incoming grantees should insure that packets of documents, and any necessary supplies, including pens and paper are on hand for the transition meeting. t Packets for participants should include, payroll schedule, timesheets, instructions for submitting timesheets, I-9, W-4, direct deposit forms, release forms, any specific paperwork required by your agency. t Participants should each receive a copy of the SSAI approved Participant Handbook. t Incoming grantees should prepare Host Agency agreements, and copies of Host Agency Handbooks(or copies of Participant Handbooks) for the Host agency transition Meeting.

33. Incoming Participants t SCSEP or other staff of the Incoming grantees are required to participate in the transition meeting. t Incoming grantees should identify sufficient staff to attend the meeting to assist participants with completing required paperwork. t Incoming grantees should use a sign-in-sheet or other methods to track participant attendance at the transition meeting. t If necessary the Incoming grantee should coordinate with the Outgoing grantee to send written notice to any participant who fails to attend the mandatory Transition Meeting.

34. Program Records t Incoming grantees must coordinate the transfer of relevant participant records Copies of most recent Individual Employment Plans (IEPs), assessments, updates Copies of most recent Individual Employment Plans (IEPs), assessments, updates Records for participants exited to unsubsidized placements that require follow up Records for participants exited to unsubsidized placements that require follow up t Host agency files with 501(c)(3) documentation where applicable t Community Service Assignment Descriptions

35. Let’s Take Some Questions/Comments About Transition Information Unmute Your Phone or Send Me a Note

36. Transition Documents t Transition Kit General Information General Information Outgoing Participant Document Checklist Outgoing Participant Document Checklist Incoming Participant Document Checklist Incoming Participant Document Checklist Draft Participant Meeting Agenda Draft Participant Meeting Agenda Draft Host Agency Meeting Agenda Draft Host Agency Meeting Agenda Draft Letter to Participants Regarding Upcoming Changes Draft Letter to Participants Regarding Upcoming Changes Draft Memo Inviting Participants To Meeting Draft Memo Inviting Participants To Meeting Draft Letter to Participants Who Missed Mandatory Meeting Draft Letter to Participants Who Missed Mandatory Meeting Draft Memo Inviting Host Agency Supervisors to Meeting Draft Memo Inviting Host Agency Supervisors to Meeting Draft Memo to Staff of Incoming Grantee Draft Memo to Staff of Incoming Grantee

37. Transition Documents t Transition Checklist for Outgoing Sponsors t Transition Checklist for Incoming Sponsors

38. Let’s Take Some Questions/Comments About Transition Documents Unmute Your Phone or Send Me a Note

39. Transition Timeline August 2012 t SSAI Transition Coordinators assigned t Collaborate with Outgoing grantee to plan for Transition t Confirm Transition Meeting date(s) and location(s) t Training provided on SPARQ & data collection forms t Submit Participant Handbook to SSAI for review t Prepare Host Agency Agreements

40. Transition Timeline September 2012 t Complete Participant Transition Meetings by Friday, September 21 (or earlier, depending on your payroll process) t Confirm Outgoing grantee sent letters to participants & host agencies that missed Transition Meeting t Obtain participant records from Outgoing grantee t Confirm Contact Information with SSAI t Submit bank information to SSAI Finance Department for electronic funds transfer t Provide copies of MOUs with One Stops, WIBs, etc. to SSAI

41. Transition Timeline September 2012 (continued) t Confirm Outgoing grantee sent 30 day termination notice to “no- shows” for Transition Meeting, who also failed to respond to follow- up letter These participants will be exited by in October 2012. This process will be coordinated between Incoming and Outgoing Grantees and SSAI. These participants will be exited by in October 2012. This process will be coordinated between Incoming and Outgoing Grantees and SSAI. t All participants should continue to be participants of their current grantee up to and including September 30, 2012 t Incoming participants should not be on your payroll before October 1, 2012 t September 24-28 is National Employ Older Workers Week Successful Participant Transitions must take priority over NEOWW activities Successful Participant Transitions must take priority over NEOWW activities

42. Transition Timeline October 2012 t All participant transfers must be complete by October 1 t Confirm total enrollment after transition to SSAI by October 5 t New Project Director Training & Materials provided by SSAI t Arrange for press release announcing your agency as new SCSEP sponsor in territory t Determine if incoming participants are in need of: Assessment or IEP updates Assessment or IEP updates Offer of Physical Examination Offer of Physical Examination Annual Recertification Annual Recertification Transition Assessment/Durational Limit Exit/Waiver Transition Assessment/Durational Limit Exit/Waiver

43. Post-Transition October 1 – December 31 (First 90 days) t Right of First Refusal: Current participants may continue at host agency at current wages/fringe benefits through December 31, 2012 Current participants may continue at host agency at current wages/fringe benefits through December 31, 2012 Participant staff to be offered similar position with new grantee Participant staff to be offered similar position with new grantee Hours worked per week will be determined by your Project Performance Plan (PPP) Hours worked per week will be determined by your Project Performance Plan (PPP)

44. Durational Limit t Individual Durational Limit (IDL) policies: Extension granted by Outgoing grantees must be honored by Incoming grantees for remainder of durational period (one year from date of last extension) Extension granted by Outgoing grantees must be honored by Incoming grantees for remainder of durational period (one year from date of last extension) Incoming grantees must apply the IDL policies of Outgoing grantee until December 31, 2012, if it is less restrictive than Incoming grantee’s IDL policy Incoming grantees must apply the IDL policies of Outgoing grantee until December 31, 2012, if it is less restrictive than Incoming grantee’s IDL policy January 1, 2013: All participants are subject to the Incoming grantee’s Durational Limit Policy January 1, 2013: All participants are subject to the Incoming grantee’s Durational Limit Policy

45. Any Final Questions? Raise Your Hand to Confer by Phone or Send Me a Note

46. Questions After This Webinar t Contact the Front End Support Team and a FES Program Officer will respond: Email: scsephelp@ssa-i.org; or Email: scsephelp@ssa-i.org; or Email: scsephelp@ssa-i.org Email: scsephelp@ssa-i.org Call: 301-578-8989; or Call: 301-578-8989; or Open a case via the Cloud Portal Open a case via the Cloud Portal