System-wide Youth Training on Policies and

Monitoring FindingsFacilitated by Brandon CarterYouth Development Specialist

September 12, 2014

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

Youth Training Agenda

(412)Objective

Assessment*30 days to complete

Not Eligible-Refer to other

servicesEligible

Participants-Occupational Assessment

completed

(413)Develop the ISS

*30 days to complete

Program Design

1. CASAS2. TABE3. Work Keys

(CRC)

(412)Objective Assessment

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

Components of an Objective Assessment

1. CareerScope2. ONET3. VA Wizard4. My Next Move

Comprehensive Assessment

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.

Comprehensive Assessments (Cont)

1. Deficient in basic literacy skills2. School dropout3. Homeless, runaway, or foster child4. Pregnant or parenting5. An offender6. An individual who requires additional

assistance to complete an education program or to secure and hold employment as defined by Resource

The Barriers for eligibility determination for youth are:

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

What happens when they are not Eligible??

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!

(413)The ISS has 3 Purposes

1. Career Goal Entertainer, Athlete,

Don’t Know

ISS Cont…2. Recommended by Assessment

• Mechanic• Plumber• Engineer

Short Term Intermediate Long Term

SOL Remediation Graduate from HS Work 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/SAT Post-Secondary Education

No referrals for behavior

Apply for Student Aid

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

Connecting Youth with Appropriate Services

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

Ways to Effectively Follow-Up with the Youth

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.

Cont.

“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”

Resource WIB Policy # 3

During the Eligibility/Assessment process, the Youth has been identified as:

Barrier In 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 Record HS Diploma

Having difficulty finding or keeping employment

Attendance Record Job Log, Case Note

Having no plans for post secondary education/training

Case Note/ Attendance Record

Case Note

Not having passed the SOL exam SOL Form N/A

Having no high school diploma or GED

School Transcript School Transcript

Enrolled in an alternative education Program

N/A Middle College, etc.

Barrier (Cont..) In School (Recommended Documentation)

Out of School(Recommended Documentation)

Completed high school or GED, and does not have self-sufficient employment

N/A School 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/A Transcript

...

* 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.

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…

How did you document & reach this Conclusion?

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)

(Cont..)

“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

Resource WIB Policy #32

*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.

The incentive award must be linked to an achievement and must be tied to attainment

as identified in the ISS

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 Completion4. Attainment of Career Readiness Certification5. Attainment of Occupational Skills Certificate6. Entering Post Secondary School7. Attainment of Unsubsidized Employment

Achievements eligible for an incentive award include:

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

Things to remember about Youth Incentive Awards:

Cont… 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

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.

Resource WIB Support Services Management Policy #29

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. 

Connecting Support Service to Fiscal

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.

Connecting Support Services to VaWC

Question…

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?

What is the proper date for recording supportive services?

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).

Regarding Support Services…

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.

What Exactly is a Program Exit?

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.

What is the difference between Case Closure and Program Exit?

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)

Closing Youth Records

Artificially extend services to avoid closure

Let system close record

Not keeping up with records

Untimely data entry Delay closure and

miss performance outcomes

Do not, I Repeat, Do not!

Material also from Management Policy #31 Youth Assessment & TEGL 33-12 pg4

“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.

Resource WIB Policy #23

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

Follow-up Services may include, but are not limited to:

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?

The Appropriate Scope and Intensity of follow-up services must be based on the customer’s needs.

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!!!!!!!!

Resource WIB Policy #20

Resource WIB Policies #3, #9, #20, #23, #29,#31

TEGL No. 5-14WIA Youth Program Guidance for Program Year (PY) 2014 http://wdr.doleta.gov/directives/attach/TEGL/TEGL_05-14_Acc.pdf

TEGL No. 33-12, WIA Youth Program Guidance for Program Year (PY) 2013 http://wdr.doleta.gov/directives/corr_doc.cfm?DOCN=9254

Workforce3one.org-Case Management and ISS Development https://www.workforce3one.org/ws/www/Folders/3001335236441703259/webinar.htm

Policy & Guidance References

Resources for Further Development!Listed below are important resources for your work:

•Virginia Workforce Connection websiteCommonly 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.https://www.vawc.virginia.gov/vosnet/Default.aspx

•Virginia Workforce NetworkCommonly 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.http://elevateva.org

•U.S. Department of Labor Employment and Training Administration websiteCommonly 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.http://www.doleta.gov/The DOL website, under WIA, Youth, has excellent Toolkits for Case Managers and many other reference materials. http://www.doleta.gov/usworkforce/uswf_nav.cfm#toolkits

•Glossaries – Definitions of commonly used terms can be found at the following site.http://vwn.vccs.edu/resources/workforce-professionals/administrative-guidance/

oVirginia WIA Eligibility Guidelines: Eligibility DefinitionsoVirginia WIA Performance/Common Measure References: WIA terms and definitionsoVirginia Workforce Letters: VWL #11-02, WIA Service Code Definitions and Limitations

•Manuals – TOOLKIT Frontline Workers.pdf and Elements of a WIA Youth Program.dochttp://vwn.vccs.edu/job-seekers/youth-programs/

Where do you access the Policies?

www.resourceva.com-Our Board Link

-Policies and Procedures Link