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)

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Senior Service America’s Sponsor Transition Webinar August 09, 2012

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

Competition Overview t Senior Service America Inc. 9 month award - $37,690,930 9 month award - $37,690,930 Annualized Award - $50,559,654 Annualized Award - $50,559,654 t 12 of 18 incumbent national grantees were awarded between 97% to 105% of their current funding level. t It appears that DOL made grant awards that will avoid much of the massive transfer of SCSEP participants that occurred after the 2006 competition.

Competition Results t SSAI will continue to operate through our local partners in the same 16 states. t With a few exceptions, starting October 1 all of our current subgrantees will continue their SCSEP program with only minor changes. t In approximately 30 counties participants will be transitioning to or from other National Grantees, or between SSAI subgrantees. t SSAI had a net gain in slots as a result of the National Competition.

2010 Census and State Slots t States are finalizing their plans based on changes in Equitable Distribution. t Your project may not have counties transitioning as a result of the competition, however, you may have small numbers of slots/participants which transition as a result of ED. t We do not have a final list of these transitions. t We want all sponsors to be aware of the process.

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

Transition Information t DOL is requiring that the transition of payroll responsibilities for all participants between SCSEP grantees occur by October 1, 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.

Transition Information t No Outgoing participants should be on your payroll after September 30, 2012 t No Incoming participants should be on your payroll before October 1, 2012 t All participants should continue to be participants of their current SCSEP grantee up to and including September 30, t You should continue to serve your Outgoing participants, including the development of unsubsidized placements job opportunities, IEP and transitional IEP.

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, t Reductions in participant’s hours per week starting October 1, 2012 will be based on your Project Performance Plan.

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.

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.

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.

Outgoing Participants t Outgoing grantees must identify the final payroll process for your agency. t This process should include when final time sheets are due, how participants should submit them, and how final paychecks/statements will be distributed. 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 Outgoing grantees should also identify how and when the outgoing Sponsor’s final W- 2 s will be mailed to participants for tax purposes. t A written copy of this information should be provided to all participants at the Transition meeting.

Outgoing Participants t Outgoing grantees should prepare copies of the following documents for the Incoming grantee: Copy of current Participant Handbook Copy of current Participant Handbook List of current host agencies List of current host agencies Copy pertinent information from Personnel files (TBD) Copy pertinent information from Personnel files (TBD) Copy files of exited participants for required follow up (TBD) Copy files of exited participants for required follow up (TBD) Host agency files Host agency files t (Include copies of current Community Service Assignment Descriptions, 501(c) (3) determination) t SSAI may provide guidance for additional documents to be shared with the Incoming Grantee following expected transition training to be provided by DOL to grantees in August 2012.

Outgoing Participants t The Outgoing grantee is responsible for all SCSEP program and fiscal activities through September 30th. t The Outgoing grantee must continue to submit any and all data entry forms, and maintain SSAI webtools to ensure full submission of participant data from each county affected

Program Records t The Outgoing grantee must maintain any records and accounts, including property, personnel, and financial records, that SSAI, USDOL or any authorized representative deem necessary. t The Sponsor must maintain records for three years after a grant closeout or three years from a completed audit, whichever is longer. t In some instances, sponsors may be asked to turn over to SSAI the complete data files, both electronic and hard copy.

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.

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.

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.

Program Records t Incoming grantees must coordinate the transfer of relevant participant records Copies of most recent IEP and assessments /updates Copies of most recent IEP and 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

Let’s Take Some Questions/Comments About the Transition – General Information Raise Your Hand to Confer by Phone or Send Me a Note

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

Transition Documents t Transition Checklist for Outgoing Sponsors t Transition Checklist for Incoming Sponsors t Subgrantee Closeout Checklist t Disposition of Computer Hardware and Equipment form

Let’s Take Some Questions/Comments About Transition Documents Raise Your Hand to Confer by Phone or Send Me a Note

Transition Timeline August 2012 t Enrollment freeze in effect for all counties in transition until early October; SSAI will notify you when the enrollment freeze is over. t SSAI Transition Coordinators assigned t Collaborate with Incoming/Outgoing grantee to plan for Transition t Confirm Transition Meeting date(s) and location(s) t Send written notice of meetings to participants and host agencies t Training provided on SPARQ & revised data collection forms t Prepare Host Agency Agreements

Transition Timeline September 2012 t Submit outstanding participant data forms (Participant, Exit, Change of Community Service) and update all SSAI Webtools by: September 12, t Complete all Participant Transition Meetings by Friday, September 21 (or earlier, determined by Incoming Grantee) t Send follow-up letters to participants/host agencies that missed meetings t Coordinate transfer of participant records t All participants should continue to be participants of their current grantee up to and including September 30, 2012 t You cannot provide services to Incoming participants prior to October 1, 2012

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 This process will be coordinated between Incoming and Outgoing Grantees and SSAI. These participants will be exited by in October This process will be coordinated between Incoming and Outgoing Grantees and SSAI. t No Incoming participants should be on your payroll before October 1, 2012 t September is National Employ Older Workers Week Successful Participant Transitions must take priority over NEOWW activities Successful Participant Transitions must take priority over NEOWW activities

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 Provide copies of any new MOUs to SSAI t Notify SSAI of any staffing changes or contact information updates 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/Waiver Transition Assessment/Durational Limit/Waiver

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 12/31/12 Current participants may continue at host agency at current wages/fringe benefits through 12/31/12 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 PPP Hours worked per week will be determined by your PPP

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.

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

Questions After This Webinar t Contact the Front End Support Team and a FES Program Officer will respond: or or Call: ; or Call: ; or Open a case via the Cloud Portal Open a case via the Cloud Portal