599 program transition to the one stop system overview for phase i statewide implementation

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599 Program Transition to the One Stop System

Overview for Phase I Statewide Implementation

Webinar PresentationJuly 31 and August 5, 2008

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Review of Webinar Rules

Please Mute your Phones during presentation If you experience technical problems during the session:

– If you still have access to the webinar, you can type in request for technical assistance directed to Charlie Turner

– If you are not able to access the webinar or type in your question, you can call for assistance at 518 485-1794

– Or if needed feel free to un-mute your phone and interrupt to ask your question

Throughout the Session feel free to type in questions. We will attempt to answer all questions at end of session

There will be open Q&A session following the presentation

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599 Program - Purpose

The 599 Program provides an opportunity for eligible UI claimants who lack competitive job skills to receive UI benefits while attending an approved training and or retraining program.

To be approvable, training must be:– At least 12 hours (or credit hours) per week– Must be able to be completed within 24 months

599 refers to the specific section of Article 18 of the NYS Labor Law

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The 599 Program allows claimants to collect UI benefits while in approved training without having to:

Search for workBe available for workAccept suitable work

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Under Section 599.2, claimants may also be entitled to additional benefits (up to 26 weeks maximum) after exhausting their regular benefits, if funding is available.

$20 Million of funding for 599.2 benefits available annually (Program operates on a July to June fiscal year)

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Current Operations

UI applicants who self-identify during the UI Original Claim (OC) application process as already in training (attending and/or accepted in training) are either: Mailed an application for the 599 training program to be completed

and returned by mail Given the opportunity to complete the 599 training application on-

line (if filing for UI on-line)

• UI claimants are advised that if they enroll in training during their UI claim to immediately call the TCC – they are then mailed a 599 application to complete.

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Program Enhancements Needed

Follow-up with individuals who fail to apply timely or fail to complete and return 599 applications timely (can impact eligibility for additional benefits)

Follow-up with claimants who fail to complete and return applications and/or claimants who apply but are disapproved

Provide support to those approved for 599 training for successful completion of their training program

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Program Enhancements Needed

Identify potentially eligible claimants unaware of program (Program marketing)

Expand program eligibility guidelines

Fully obligate all 599.2 funding

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Implementation

A number of program changes have already been implemented over the last few months by the Special Program Unit (SPU) of the UI Division.

The Department has expanded approval criteria over the last year.

Result: Increase in the percentage of applications being approved has increased as compared to same time last year

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Implementation

Next Step: Integrate the 599 program into the One Stop System Establish Linkages between the SPU and the One

Stop System Shared One Stop and UI program responsibility:

– Shift certain responsibilities to the One Stop system– Maintain responsibility for certain functions in SPU to

provide oversight and insure program integrity and statewide consistency

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Anticipated Benefits of Transition to One Stop System

Coordination of services through the One Stop system will:• Ensure that individuals who start training are better able

to finish• Enhance NY’s labor force making the state more

attractive for economic development.• Target a larger pool of UI claimants • Better market the 599 Program to UI claimants to

increase numbers that apply and are approved for the Program

• Fully obligate available 599.2 funding

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Anticipated Benefits of Transition to One Stop System (cont.)

Utilize experienced One-Stop staff to assist UI claimants to:

a) Choose appropriate training programs w/consideration of local labor market conditions

b) Coordinate support servicesc) Provide information on funding availability for training

Improved program outcomes for the system (All programs - UI, WIA, ES, Reemployment)

Improved individual outcomes for participants:a) successful completion of trainingb) successful employment following training (higher wages, job

retention, skills upgrading, career advancement…)

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Plan for Transition to One Stop System

Full Implementation: One Stop System

– Responsible for review/processing all 599 Applications and approval recommendations

– Responsible for customer follow-up to insure satisfactory progress being made and to facilitate successful program completion

SPU– Review One Stop recommendations and Issue all official

599 Determinations (approval/disapprovals)– Monitor 599.2 fund availability– Program Oversight

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599 Phase In Strategy Transition to One Stop System

Phase I: SPU:

– Continued responsibility for processing 599 Applications from claimants self-identified as in-training at time of their UI Original Claim (OC)

– Responsible for follow-up with all claimants approved for 599

One Stops:– Responsible for review/processing 599 Applications and

approval recommendations identified after the OC process– Responsible for outreach to claimants in training at time of

OC and disapproved by SPU

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599 Phase In Strategy Transition to One Stop System

Goals of Phase In Strategy: Begin Integration to One Stop System ASAP Allow Implementation to begin with current systems

(without IT changes) Coordinate timing of implementation with Fall 2008

Training applications Phase I One Stop Responsibilities:

Expand program awareness Target customers currently not being served Emphasize value add to customer

• Insure full obligation of PY 2008 funds

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6/4/2008

Phase 1 Workflow Overview

Claimants identified by One Stop after OC as interested in training

or in need of trainingClaimants

identified as in training at OC

SPU monitors satisfactory

progress and manages 599.2

fund

Claimant submits 599 Application to One Stop

One Stop assists with training plan

One Stop reviews application and makes approval/disapproval

recommendation to SPU

Claimant submits 599 Application to SPU

SPU reviews and issues 599

determination

599 approved

SPU refers to One Stop for

additional services

Claimant Inquiries Received by TCC

after OC referred to One Stop

YesNo SPU reviews and

issues 599 determination

599 approved

Yes

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Phase I Timeline

6/1/2008 9/1/2008

7/1/2008 8/1/2008

7/1/08 - 8/31/08Phase I Early Implementation Period

8/1/2008 - 8/31/2008Phase I

Statewide Implementation Training

6/1/08 - 6/30/08Phase I

Early Implementation Training

7/1/2008 - 7/31/2008Prepare for Phase I

Statewide Implementation

9/1/08Statewide Phase I

Implementation

7/1/08Phase I

Early Implementation

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Phase I: Role of the One Stop Staff

Increasing claimant awareness of 599 program Identifying UI claimants interested or in need of training Assessing training needs, developing individual training plans Assisting UI claimant/customer in making informed decisions

regarding training. Coordinating One Stop services as needed (LMI, Training funds,

support services, etc..) Review and Recommendation of approval/disapproval of 599

Applications identified after OC Scheduling Follow-up with 599 Applicants identified as part of OC

and disapproved by SPU Coordinate with One Stop common measures

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Phase I: Role of the SPU

Continuing to process 599 applications from claimants identified in training at OC

Reviewing the recommendations from One Stop staff for approval/disapproval

Issuing all 599 Determinations to the claimant Calculating individual eligibility for additional 599.2

benefits Follow-up on progress of training to ensure

continued eligibility and satisfactory progress Monitoring the 599.2 funds availability

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599 Approval Criteria

1. The training is needed by the claimant because:a). Claimant’s employment opportunities limited orb). Training likely to lead to more regular long term employment or c). Training will upgrade existing skills

And2. At least 12 hrs/week classroom attendance or 12 credit hours of

training, And3. Training or remaining training period not more than 24 months, And4. Competent and reliable training facility, And5. Training relates to an occupation or skill, And6. Training relates to an occupation or skill with reasonable

employment opportunities, And7. Claimant has the qualifications to complete training successfully

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599.2 Additional Benefits

If Training is approved under 599, claimant may be eligible to receive up to 26 weeks of additional benefits (following exhaustion of regular benefits) while still in approved training plan

Number of Additional Weeks of Benefits depends on:– Availability of funding (only $20 Million available statewide

annually)– At what point in the claim cycle the claim is accepted into

training and/or applies for 599 approval

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599.2 Additional Benefits

SPU is responsible for determining availability of funding for additional 599.2 benefits

Individuals approved for 599 training may receive a maximum of 26 weeks of additional 599.2 benefits.

The calculation of additional benefits is determined based on the number of weeks of regular benefits remaining on the individual’s claim as of the “calculation date” (up to a maximum of 26)

– The date used for calculating additional benefits (“calculation date”) is being changed. The result is that claimants may be eligible for a greater amount of additional benefits, provided the training is disclosed timely.

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Highlights of Modifications to Expand 599 Approval Criteria

If claimant approved for WIA Training Funds, then training program also automatically approvable under 599 as long as meets criteria for 12 hours/week and completion in 24 months

Competent and Reliable Training Facility:– Approvable if approved ETPL or SED

Both local and state labor markets can be considered when determining whether the training relates to an occupation or skill for which there are reasonable employment opportunities in the state

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Expanded definition of training leading to an upgrade of existing skills

– Now includes training that will lead to higher paying job or career advancement in the same field or field related to the claimant’s regular occupation

Expanded definition of training leading to more regular long-term employment

– Now includes training that will provide a more skilled higher paying job for claimants in entry level or low wage/high turnover occupations

– If currently in low wage/high turnover occupation, the fact that employment opportunities are not substantially impaired or categorized as in “demand” will no longer be barrier to approval

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ESL, GED, or Basic Skills training may be approvable:

– If claimant already has in-demand occupational skills but lack of English proficiency, high school diploma, of basic skills is a barrier to reemployment in that occupation – now considered upgrade of claimants existing skills

– Also approvable if such training would position the claimant to pursue more regular, long-term employment

– If needed as prerequisite for occupational training

– Training still has to be 12 hours

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Maintaining 599 Eligibility

Satisfactory progress Providing grades timely at the end of each

marking period/semester Providing new/revised class schedule timely Returning DOL correspondence for periodic

training verification timely

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Phase I Communications and Data Recording Requirements

The One Stop Operating System (OSOS) will be used as a shared tracking system:

– New OSOS Activities have been established to record and track 599 processing steps and status of 599 applications

– OSOS Activities will be entered in OSOS both by One Stop and by SPU staff

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New OSOS web-based local management report for 599 Case Management

Report will be accessible to both One Stop and SPU staff

– 2 parts to report: Part I: track status of Applications originating in One

Stop Part II: communicate status of Applications processed

by SPU for claimants in training at OC

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One Stop 599 Applicant Tracking ReportSample Screen Shot

Rows: represent individual 599 applications identified by SSN, OSOS ID, and NameColumns: represent activities and activity dates to track status of application – based on OSOS entries

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The UI Imaging System will serve as official file for 599 Applications and supporting documentation

One Stops will transmit 599 Application, approval recommendation form, and any supporting documentation to UI Central Support for Imaging Documents will be Imaged and put in SPU queue for processing

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One Stops will be given access to UI Imaged Files for future reference if/when needed. One Stops will be able to view/print Imaged documents through FAF software

– To view documents related to claimants disapproved by SPU– To review document as needed to resolve discrepancies in cases

where SPU and One Stop disagree on approval recommendation– To view original 599 approved application, if/when modification to

training plan requires submittal of new 599 application– To view class grades and/or other progress materials submitted by

claimant

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Access to UI Imaged Documents

Initially:– 1-2 DOL staff per One Stop location will have FAF

software loaded onto their PCs and be granted access to view imaged documents

Department is still discussing parameters for expanding access to UI Imaging in future

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NEXT STEPS

Conduct minimal 2, one-half day in-person training sessions in each of the Regions to accommodate training of staff that will be responsible for handling 599 program responsibilities in Phase I

Each Region will be contacted regarding scheduling of dates/time/location for In-Person Training

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NEXT STEPS

In-Person training scheduled and completed by mid September

Training will include: Detail review of 599 Application and Approval

Recommendation process Detail review of forms Detail review of criteria for approval including

definitions/resources and case study examples Document processing, data recording and status tracking

procedures including use of OSOS, UI Imaging, and OSOS Web Based local management tracking report

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NEXT STEPS

Each LWIA will be asked to designate a 599 Liaison. Responsibilities will include:

– Key point of local contact for dissemination of 599 program information, policy/procedural changes

– Local program “expert”, first point of contact for staff questions

– Key liaison with SPU staff to resolve any issues related to approval recommendations

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NEXT STEPS

Any issues that can not be mutually resolved between SPU and LWIA staff would be escalated to the Central Office DEWS program liaison* to review and resolve.

* DEWS Program Liaison is Carol Elwell.

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Questions and Answers

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Either type question

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Or Ask your question verbally if presenters open up