Attachment 5 - LOP - WIA Adult Dislocated Worker

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Attachment 5 - LOP - WIA Adult  Dislocated Worker Powered By Docstoc
					Local Operating Procedures 
WIA Adult & Dislocated Worker 
 

 

WIA Adult/Dislocated Worker 
Assessment ..................................................................................................................................... 3 
Basic Skills Requirement ................................................................................................................. 5  
Basic VIA Flow  ................................................................................................................................ 7  
                             .
Current Schools on TOL ................................................................................................................ 11  
Dislocated Worker Eligibility ......................................................................................................... 16  
Displaced Homemaker Eligibility .................................................................................................. 19  
File Organization ........................................................................................................................... 20  
Income Calculations ...................................................................................................................... 22  
Selective Service ........................................................................................................................... 25  
Selective Service Registration Desk Guide .................................................................................... 27  
Social Security Number Procedure ............................................................................................... 28  
WIA Adult Eligibility ...................................................................................................................... 31  
WIA Case Closure .......................................................................................................................... 34  
WIA Follow‐ups ............................................................................................................................. 40  
WIA Support Services  ................................................................................................................... 43  
WIA Process Flowchart ................................................................................................................. 48  
WIA Services Activities .................................................................................................................. 49  
WIA Suitability Desk Guide ........................................................................................................... 53  
WIA Tiers of Service ...................................................................................................................... 54  
 
                            Tampa Bay Workforce Alliance
                         Standard Operating Procedure (SOP)




SOP Number:                       Subject: Assessment
Date of Issuance: 07/01/2010      Revision Date: 6/22/2011
Effective Date: 07/01/2010        Project Director Signature:
Reference:


                                            PURPOSE

                The goal of assessment is to match the customer with services that will
        enable them to become self-sufficient through employment. The assessment
        process should help them explore and understand themselves in terms of their
        skills, knowledge, abilities, attitudes and the environment in which they function.
        This knowledge will also assist in the job matching process allowing job seekers to
        be placed with appropriate employers for the WIA program.

                                         BACKGROUND

              For workforce professionals assessment is the process of gathering and
              evaluating a variety of information used to make employment related
              decisions.

              Learn the answers to questions such as:
              Is this job seeker motivated?
              Is he/she interested in taking part in individual or group activities?
              Is he/she willing to commit to what it takes to become gainfully employed
              and self-sufficient?

              The total assessment process begins at the first point of contact with the
              participant and continues until the participant no longer receives services.

              Communication is vital. Get to know the strengths, concerns, wants and
              barriers that can impact participation and ultimately, negatively affect gainful
              employment.

              The amount and kind of assessment required will depend largely on the
              nature of problems/barriers or challenges identified during counseling.




                                                                                                 Page 3
Assessment of the following factors will be of assistance in the development
of the participant’s Individual Responsibility Plan (IRP) or EDP.

      1.     Abilities
      2.     Interests/Values
      3.     Physical Capabilities
      4.     Experience/Work History
      5.     Leisure Activities
      6.     Education and Training
      7.     Needs
      8.     Work Attitude/Personality
      9.     Life Situation
     10.     Family Problems
     11.     Transportation
     12.     Economic and Financial Status


Knowing the needs of the employer and the needs, skills and barriers of the
job seeker will enhance the ability to make successful connections.
Completed assessments should be documented in hard file and in case
notes.




                                                                               Page 4
                             Tampa Bay Workforce Alliance
                          Standard Operating Procedure (SOP)




SOP Number:                       Subject: Basic Skills Requirement
Date of Issuance: 7/1/2010        Revision Date: 6/22/11
Effective Date: 7/1/2010          Project Director Signature:
Reference:

       Subject:     Basic Skills Level Requirement for WIA Adult and Dislocated Worker
                    Participants

       Purpose:      To establish a standard operating procedure (SOP) which sets forth a
                    regional requirement of a basic skills level for all Workforce Investment
                    Act (WIA) program participants who seek WIA training. This SOP will also
                    outline the appropriate procedures to follow and ensure a consistent
                    process throughout TBWA (Region 15).


       Policy:      All WIA program participants shall be found to be basic skills proficient in
                    the   following   areas:   Applied   Mathematics,    Language,     Language
                    Mechanics, Math Computation, Reading, Spelling, and Vocabulary. Basic
                    skills proficient is defined as scoring at or above grade level 9 on the Test
                    of Adult Basic Education (TABE) Total Battery, or having had obtained a
                    Bachelor’s Degree in any subject. A Bachelors Degree can excuse any
                    participant from taking the TABE unless the career manager determines it
                    is necessary. The participant’s TABE test scores expire after 1 year,
                    maximum. Some educational institutions or employers may have lower
                    time limits. Proof of previously meeting the requirements is required. If the
                    participant fails to meet the minimum requirements, they may take
                    another version of the test (i.e. taking version 10 first then version 9 next)
                    after a minimum of 30 days, with proof of practicing in their deficient
                    areas. They must wait 6 months or have 120 hours of training before
                    retaking the same version of the test. A participant must be found to be
                    proficient in basic skills before WIA funding will be approved for training.
                    A wavier can be granted by the WIA Program Mgr.




                                                                                                     Page 5
Procedure:
             1. At orientation WIA customers will be informed in writing of the basic
                skills requirement.
             2. Customer will be given TABE testing times and locations
             3. A second reminder will be given to the customer at Intake.
             4. WIA staff will verify if the customer’s chosen school has additional
                basic skills level requirements.
             5. The customer will be informed of the additional requirements and
                given a referral to community resources where he or she can get
                remediation if the customer has not reached the required testing
                levels or received a waiver.
             6. Staff will case note all test scores, additional testing requirements,
                and waivers in Employ Florida.




                                                                                         Page 6
                             Tampa Bay Workforce Alliance
                          Standard Operating Procedure (SOP)




SOP Number:                       Subject: Basic WIA Process Flow
Date of Issuance: 07/01/2010      Revision Date: 6/22/2011
Effective Date: 07/01/2010        Project Director Signature:
Reference:

       1.0 PURPOSE:

         Establish a Basic WIA process flow from Assisted Core to Training

       2.0 APPLICATION:

         This document applies to all Staff responsible for the management and
         implementation of the WIA Program as it relates to Customer Flow Process from core
         to training services.

       3.0 DEFINITIONS:

              WIA           Workforce Investment Act
              ITA           Individual Training Accounts
              EFM           Employ Florida Market Place
              FAFSA         Free Application for Federal Student Aid
              SAR           Student Aid Report
              TABE          The Adult Basic Education Test
              OJT           On-the-job- training

       4.0 REFERENCE DOCUMENTS:

               1. Workforce Investment Act
         http://www.doleta.gov/USWORKFORCE/WIA/wialaw.txt
               2. Florida Public Law
         http://www.floridajobs.org/pdg/wia/WORKFORCE%20INVESTMENT%20ACT%20OF
         %201998.rtf
               3. Federal Register 20 CFR Part 652 et al. Workforce Investment Act; Final
         Rules
         http://www.doleta.gov/regs/statutes/finalrule.pdf

       5.0 MATERIALS REQUIRED:
         1.   Access to EFM
         2.   Forms for eligibility




                                                                                              Page 7
6.0 PROCEDURE: WIA Intake


  1. Register at Employflorida.com upload resume and complete EFM’s self
     assessment

  2. Customer will visit Core department and Core Staff will provide an
     application to all customers interested in WIA, based on the information
     written on the questionnaire the Core Career Manager will determine if
     candidate is in need of Intensive Services therefore in need of a WIA
     referral

  3. Customer will receive TBWA Approved Training list and WIA Application
     packet which includes:
         a. Informational cover sheet
         b. List of required documents
         c. WIA pre-qualifying application
         d. Master application-(Job Placement Services form)
         e. Budget worksheet
         f. Job search record sheet
     Job seeking WIA applicants will be assessed by a placement specialist for
     referral to appropriate job openings. Resumes will be evaluated and
     customers will be referred to resume workshops if necessary. Placement
     specialist will provide intensive services as needed to the job seeking
     customers.

  4. WIA customers seeking training will complete the above mentioned pre-
     qualifying application and bring it back in addition to all required
     supporting documentation listed in the packet. Intensive Lead will review
     all WIA Packets referred to him to determine basic WIA eligibility which
     includes Hillsborough County residency. If the customer is missing any
     documents, they will be required to return with ALL documentation, prior to
     their training eligibility being reviewed. After packet is reviewed, the
     Intensive lead will distribute packet to WIA Career Manager for job
     placement and other Intensive Services.

  5. The training customer will be scheduled for a one on one interview with a
     scholarship/ITA specialist. The specialist will review the documents and
     assist the customer in selecting a training program and appropriate state-
     approved vendor. The specialist will go over the following information with
     each customer:

        a. WIA contingency plan



                                                                                   Page 8
       b.   Career path review
       c.   Training vendor review
       d.   WIA general release of information
       e.   Grievance/Complaint process sheet
       f.   Scholarships websites list

6. If the candidate completed all their paperwork then, the Career Manager
   will receive the folder and note the date it was received. The Career
   Manager will also advice the candidate that they will submit their folder to
   the “Scholarship Committee” to have a determination on their file and that
   someone will call them with the decision (process can take 6-8 weeks).

       a. If a candidate currently possesses a certification, license, or
          Bachelor degree earned within the last 10 years and the occupation
          still on demand in Hillsborough County, then they will be referred to
          the WIA Job Placement Team for Intensive Services

7. Customers completing training will be transferred from the training unit to
   the intensive services unit.

8. Upon notification of customer becoming employed the Intensive Career
   Manager will complete employment verification and close the file.

9. Intensive Career Manager will complete follow up at 30, 60, 90, 270, and
   365 day increments following start date of employment.

10. The remaining application files will be placed in the WIA new files waiting
    area located in the WIA Department and the Scholarship committee will
    meet once a week to review the files either in person or by electronic
    contact. If the candidate is determined in need of training then they will be
    referred for processing.

11. Once training eligibility has been verified, and the training vendor and
    targeted occupation approved, the candidate will be entered into EFM for
    training and voucher will be requested. The customers’ hard file will
    include documentation of approved vendor and occupation.

12. When the voucher has been authorized, the Career Manager will provide
   the customer with the original voucher for school and a copy for the
   customers’ records, and will place a copy in the customers’ WIA hard file.
   The customer will be provided with the following:

       a. A copy of the Education/Training Performance Agreement form,
          System Generated Career Plan which should be signed by the
          customer, and WIA Monthly Contact Form
       b. ITA Certificate




                                                                                    Page 9
          c. Employment Verification form
               i. If applicable the customer will also sign the income
                  documentation (AD)

   13. Training Career Managers will contact the customer on a monthly basis –
       there are no exceptions. Once customer has completed training the
       Career Managers will be in charge of obtaining documentation of
       completion (copy of certificate/diploma/etc), closing EFM with completion
       and referring candidates to Job Placement Assistance/Intensive Team.

See WIA Services Activities attachment




                                                                                   Page 10
Hillsborough Community College       Business Specialist                 Life Insurance Marketing
Degree Programs:                     Cable installation                  Insurance Customer Service
Accounting Technology                CISCO Certified Network             Insurance General Lines
Business Administration-                      Associate                  Real Estate Broker
         International Business      Computer Programming                Real Estate Sales Agent
Business Administration              Computer Programming Specialist     Financial Services
Business Administration-             Correctional Officer                EKG Technician
         Marketing                   Credit Union Management             Phlebotomy Technician
Computer Engineering Technology      Credit Union Operations             Outpatient Medical Coding
Computer Information                 Credit Union Specialist                      And Billing
         Administrator               Culinary Arts                       Medical Transcriptionist
Computer Programming                 Database Administrator              Administrative Medical Specialist
Criminal Justice Technology          Dental Assisting                             Medical Billing/Coding
Culinary Management                  Digital Media/Multimedia            Administrative Professional-
Database Technology                           Instructional Technology            MCAS
Dental Hygiene                                Multimedia Production               MOS
Digital Media / Multimedia                    Video Production           Advanced Coding for Physicians
         Technology                           Web Production                      Office
Digital Television and Media         Electronics Technician              Advanced Hospital Coding
         Production                  Events Planning Management                   And CCS Prep
Electronics Engineering              Fire Fighting II                    Certified Bookkeeper
         Technology                  Food and Beverage Management        CISCO CCNA Training
Environmental Science Technology     Information Technology-             Clinical Dental Assisting
Fire Science Technology                       Support Analysis           HVAC Technician
Hospitality/Tourism Management                Management                 Medical Billing and Coding
Information Technology Security               Support Specialist         Medical Billing and Coding-
Internet Services Technology-                 Technician                          With Terminology
         Web Design/Development      Internet Services Technology-       Paralegal
Network Administration CISCO                  Web Development Design     APA PayTrain
         And Telecommunications               Web Development Spec.               Fundamentals
Network Administrator General        Landscape and Horticulture-                  Mastery
         Networking                           Specialist                 Asset Management
Network Administrator Microsoft               Technician                          CEBS Certification
         Certified Systems           Law Enforcement                     Certified information Systems
Network Administrator Unix/          Law Enforcement Auxiliary                    Security Professional
         Systems administrator       Medical Coder/Biller                CISCO CCENT
Nursing                              Medical Office Specialist           CISCO CCNA (online)
Office Administration –              Medical Office Management           CISCO CCNA bootcamp
         Medical Office              Microcomputer Repair/Installer      Comp TIA A+ Certification
         Office Management           Network Communications LAN                   Test Prep
         Office Systems Technology   Office Management                   Comp TIA A+ Certification
Optical Management Technology        Office Software Application-        Comp TIA Network +
Opticianary                                   Specialist
Paralegal Studies                             Support
Radiography                          Office Specialist
Respiratory Care                     Office Support
Restaurant Management                Software Application Mgmt.
                                     Unix/Linux System Admin.
Certificate Programs:                Video Editing/Post Production
Autobody Collision Repair and        Wireless Communications
         Refinishing                 Insurance Claims Adjuster
Business Management                  Health Insurance Marketing
Business Operations
                                                                                                      Page 11
Aparicio-Levy –Hillsborough           Erwin-Hillsborough County           Tampa Bay Tech
PSAV Certificate Programs:            PSAV Certificate Programs:          PSAV Certifications:
A+                                    Accounting Specialist               AC, Refrigeration, & Heating
Biomedical Technician                  Administrative Assistant           Auto Paint & Body Helper
Customer Service Specialist           AC, Refrigeration, & Heating        Auto Paint & Body Assistant
Geographic Information Systems                 Technology                 Diesel Engine Mechanic
Home Technology Specialist            Automotive Service Technology       Diesel Electrical and Electronics
Manufacturing Tech. Specialist        Building Maintenance                         Technician
Media Production Specialist           Carpentry, Residential &            Electrical Helper
                                               Commercial                 Residential Electrician
Leary-Hillsborough County             Commercial Foods & Culinary Arts    Plumber/Pipefitter Helper
PSAV Certificate Programs:            Architectural/Structural Drafting   Residential Plumber
Admin. Assistant- BTE Core            Computer Repair & Networking
Admin. Assist-Front Desk Specialist   Dental Assisting                    University of South Florida
Firefighting I & II                   Electricity                         Certificate Programs:
Life health & Variable Annuity        Electroneurodiagnostic Tech         Addiction/Substance Abuse
         215 or 20-40 License         Interior Decorating                          Counseling
Ins. General Lines Agent 2-20 Lic     Medical Assisting                   Behavioral Healthcare Counseling
Ins. Personal Lines Agent 20-44 Lic   Medical Billing and Coding          Cardiovascular Engineering
Insurance Customer Service Rep        Medical Lab Tech-Clinical           Career Counseling
                                      Phlebotomy                          Children’s Mental Health
CWE Certificate Programs:             Plumbing                            Criminal Justice Administration
Bookkeeper                            Practical Nursing                   Entrepreneurship
                                      Refrigeration Technology            Health Mgmt & Leadership
APPR Programs:                        Surgical Technology                 Instructional Technology:
Carpentry                             Welding                                      Instructional Design
Electricity                                                               Instructional Technology:
Heavy Duty Truck/Bus Mechanic         CWE Certificate programs:                    Web Design
Millwright                            A+ Certification                    Interdisciplinary Transportation
Plumbers and Pipefitters              Accounting Fundamentals/            Materials Science & Engineering
Sheet Metal                                     QuickBooks                Mathematics Education
Structural Steel                      Automotive Made Easy                Mental Health Counseling
                                      CFC Class and Test                  Nursing Education
Brewster-Hillsborough County          CFC Re-Test                         Occupational Health Nursing
PSAV Certificate Programs:            Computer Concepts                   Technology Management
Administrative Assistant              Computer Keyboarding /              Wireless Engineering
Automotive Services Technology                  MS Word
Articulated Nursing Assistant         Electrical Wiring                   American Health Institute
Computer Systems Technology           Excel/Microsoft (Spreadsheets)      Diploma Programs:
Electrician                           Home Improvement                    Medical Assistant
Legal Secretary                       HVAC Intro                          Mental Health Tech
Medical Secretary                     Interior Decorating Services        Medical Lab Tech
Network System Administrator          IV Skills/Therapy                   Medical Coding and Billing
Practical Nursing                     Medical Billing/Coding (Intro)
Web Design                            Medical Coding – Advanced           Associated Training Services of
Behavioral Health Technician          NCLEX Review                        Florida
                                      Phlebotomy Update                   Diploma Programs:
CWE Certificate Programs:             Polysomnography                     Heavy Equipment Operation I
Adobe Dreamweaver                     Welding                             Heavy Equipment Operation II
Adobe Photoshop                       X-Ray Basic (Exam-Prep)             Heavy Equipment Operation III




                                                                                                        Page 12
BizTech Learning Centers            Insurance Underwriters               Radiologic Technician
Diploma Programs:                   Insurance Claims Adjusters           Surgical Technologist
BASIC                               Insurance Sales Agent Conversion
Advanced Office Systems             Customer Service Representative      Everest University-Tampa
Medical Office Specialist                                                AS Degree Programs:
Bookkeeping Specialist              Concord Career Institute             Accounting
Desktop Support Tech                Diploma Programs:                    Business Administration
                                    Dental Assistant                     Business Marketing
Career Institute of FL              Insurance Coding & Billing           CIS Programming
Diploma Programs:                   Medical Assistant                    Computer Network Administration
Medical Coding/Billing              Surgical Technologist                Criminal Justice
Medical Assistant                   Respiratory Therapist
Information Technology              Nursing A.A.S.                       Diploma Programs:
Hospital Coder/Biller                                                    Electrician
Professional Medical Coder/Biller   Connecticut School of                Medical Administration Assisting
                                    Broadcasting                         Medical Assisting
Center for Technology Training      Certificate Programs:                Medical Insurance/Billing
Diploma Programs:                   Radio & Television Broadcasting:     Paralegal
PC Repair Technician (A+)               Digital Multimedia
Network Technician (Network +)                                           Florida Career College-Riverview
Microsoft System Administrator      DATS of Florida                      Diploma Programs:
CISCO Networking (CCNA)             Diploma Programs:                    Medical Coding & Billing Specialist
Novell Certified Linux (CLA)        Expanded Dental Assistant            Medical Assistant Technician
Microsoft Systems Engineer                                               Computer Network Technician
Project Management                  Fast Train of Tampa                  Computer Repair Technician
Internetworking Websites            Diploma Programs:
Linux +                             Computer Technician                  Degree Programs:
Security Professional               Network Professional                 Medical Office Administrator
Novell Certified Linux Engineer     Management Information Systems       Computer network Engineer
Microsoft Database Administrator    Medical Coding Specialist            Business Administration
Web Mastering                       Medical Assistant
PowerPack Network/Web Admin                                              Florida Medical Training Institute-
Business Applications Specialist    Certificate Programs:                Diploma Programs:
                                    Routing Professional (CISCO)         Medical Billing and Coding
Central Florida Institute of Palm   Network +                            Phlebotomy & EKG-cross training
Harbor                              Certified Security
Degree Programs:                    Microsoft Office Applications        Florida Medical Prep
Ultrasound Tech                                                          Diploma Programs:
Sleep Study Tech                    Everest University-Brandon           Phlebotomy Technician
Surgical Technologist               Diploma Programs:
Echo Tech                           Medical Assisting                    Fortis College (Gulf Coast)
Cath Lab Tech                                                            Degree Programs:
                                    AS Degree Programs:                  LPN to Nursing Bridge
Diploma Programs:                   Accounting                           Medical Assistant
Cardiovascular Tech                 Business Administration
Medical Assistant with X-Ray or     Business International               Diploma Programs:
       Cardiovascular               Business Marketing                   Medical Assistant
Expanded Dental Assistant           CIS Web Design                       Practical Nursing
                                    CIS Programming
Central Insurance School            Criminal Justice                     Fortis Institute (Florida Career)
Certificate Programs:               Medical Insurance Billing & Coding   Diploma Programs:
Insurance Sales Agents (CSR)        Nursing                              Medical Assistant
Insurance Sales Agents              Paralegal                            Medical Insurance Coding
                                                                                                        Page 13
                                 Medical Assisting                   Maintaining a Microsoft Windows
Galen School of Nursing:         Radiologic Technology                   Server Active Directory
Practical Nursing Diploma        Computer Graphic and design             Infrastructure
Registered Nursing, A.S.         Criminal Justice                    Installing, Configuring, and
                                 Crime Scene technology                  Administering Microsoft
Hernando Career Institute        Nursing                                 Windows® XP Professional
Certificate Program:                                                 Designing Security for a Microsoft
Marine Joiner Training           LaSalle Computer Learning Center        Windows Server Network
                                 Diploma Programs:                   Implementing and Managing
Institute of Technology          Cisco (CCNA)                            Microsoft Exchange Server
Diploma Programs:                Routing/Switching Specialist        Implementing and Administering
Electrocardiograph Tech          Networking Specialist                   Security in a Microsoft
Medical Assistant                Microsoft Office                        Windows Server Network
Medical Coder/Biller             Helpdesk (MOS, A+, Net+)
Phlebotomy                       Local Area Desktop Support          Luster All Training Ctr of Hope
                                 MCSA                                Diploma Programs:
J&J Healthcare Institute         MCSE                                Construction Skills (pkg)
Diploma Programs:                MS Certified IT Professional        Culinary Arts
Medical Assistant                MCTS Web Developer                  Baking & Pastry Arts
                                 Computer Programming
Keiser Career College-St Pete    Web Development                     Medical Prep Institute
Diploma Programs:                Master CIW Designer / Web           Diploma Programs:
Medical Assisting                Internet/E-Commerce                 Medical Assistant
Medical Billing and Coding       Project Management                  Practical Nursing
Practical Nurse                  LAN/WAN
                                 Network Engineer Specialist         Meridian Career Institute
Degree Programs:                 Network Security Analyst            Diploma Programs:
Medical Assisting                CompTIA Network                     Dental Assistant
Surgical Technology              CompTIA A+                          Medical Administration
                                 CompTIA Security +                  Medical Assisting
Keiser Career College –Tampa     Security Professional               Medical Insurance Bill. & Code
Diploma Programs:                Microsoft SQL Server
Medical Assisting                MCTS: SharePoint 2007               New Horizons Computer Learning
Medical Billing and Coding       Microsoft Certified Desktop         Center
                                    Support Technician               Certificate Programs:
Keiser University – Lakeland     Designing and Implementing          A+, Network+, & MCTS
Degree Programs:                    Databases with Microsoft         Cisco Certified Network Associate
Nursing                             SQL Server Enterprise Edition    Microsoft Office Productivity-MOS
Radiology Tech                   Installing, Configuring, and        Graphic & Web Design Suite
Information Technology              Administering Microsoft SQL      Network+
Accounting                          Server Enterprise Edition        A+ & Network+ Certification
Computer Graphics & Design       Managing and Maintaining a          A+, Network+, & MCDST
Health Services Administration      Micro. Windows Server Enviro.    A+, Network+, Security+ Cert.
Paralegal                        Planning and Maintaining a          Share Point Services 3.0
Criminal Justice                     Microsoft Windows Server        5060/5061 Microsoft Share Point
Business Administration              Network Infrastructure          CISSP Certified Information
                                 Developing and Implementing            Systems Security Professional
Keiser University – Tampa            Web Applications with           Project Management for Prof.
Degree Programs:                     Microsoft Visual Basic®         Maintaining a Microsoft SQL
Accounting                       Developing XML Web Services and        Server 2008 Database
Business Administration              Server Components               Implementing a MS SQL Server ‘08
Paralegal                        Maintaining a Microsoft Windows     Configuring Windows Server 2008
Information Technology               Server Network Infrastructure   Microsoft Certified Tech. Specialist
                                                                                                   Page 14
Remington College –Tampa            Medical Billing & Coding             MCSA
Diploma Programs:                                                        Oracle 10g Database Admin.
Dental Assisting                    Southwest Florida College            *Combo of 3 individual Comp Prog
Medical Assisting                   Degree Programs:
Medical Assisting w/ X-ray Tech &   Accounting Technology                The Airline Academy
   (limited scope) EKG              Business Mgmt & Marketing            Certificate Program:
                                    Comp. Animation/Multimedia           Airline Customer Service
A.S. Degree Programs:               Comp. Programming & Database
Computer & Network Admin.                    Management                  The Center for Allied Health &
Criminal Justice                    Criminal Justice                     Nursing Education
                                    Digital Design                       Licensed Practical Nurse
Roadmaster Drivers School, Inc.     Emergency Medical Services           Professional Nurse AAS
Commercial Truck Driver Heavy       Graphic Design
  Class A                           Health Information Technology        The Florida School of Traditional
                                    Information Technology               Midwifery, Inc.
Sanford Brown Institute                      Management                  Three-Year Direct-Entry Midwifery
Diploma Programs:                   Interior Design
Medical Assistant                   Medical Administration               The Life Long Learning Center of
Cardiovascular Technology           Medical Assistant                    Volunteers of America of Florida
Medical Billing and Coding          Network Engineering/Admin.           Architectural Finishes
Surgical Technology                 Paralegal Studies
Dental Assisting (Expanded)         Surgical Technician                  The National Business Institute of
                                    Web Design & Development             Florida, Inc.
Stetson University                                                       Commercial Truck Operator
Certificate Programs:               Diploma Programs:
Computer Programming                Medical Assistant                    The Poynter Institute
Cable Installation                  Medical Records and Coding           Certificate Programs:
Cert. Fiber Optic Technician        Microsoft Systems Administrator      Digital media Entrepreneurship
Advanced Fiber Optic Tech.                                               Business Communications
Certified Fiber to the              Sullivan & Cogliano Train. Centers   Multimedia Training for Displaced
   Home/Premises Tech.              Certificate Programs:                         Journalists & Other
Certified Fiber Optic Specialist    Office Professional
Certified Fiber Optic Designer      Microsoft Office Specialist          Truck Driver Institute
CCDP                                Web development Professional         Commercial Drivers License Prep
CCNA                                Help Desk Network+, A+
CCNP                                MCSA, A+, Network+                   Ultimate Medical Academy
CCDA                                MCSE, A+, Network+                   Certificate Programs:
CCENT                               Software Applications                Basic X-Ray Technician
A+, Net+                            Medical Office Assistant             Medical/Clinical Lab Assistant
Cisco Cert. Security Professional                                        Medical Insurance Coding/Billing
Cisco (CISSP)                       TechSkills                           Dental Assistant
Project management                  Certificate Programs:
Fundamentals                        Accounting & Bookkeeping             Virginia College Online
Project Management Professional     Medical Administrative Assistant     Degree Programs:
Marketing & Sales                   Medical Transcription                Accounting Specialist
Solar Thermal Energy Design/Inst.   Medical Coding                       Admin Office Mgmt
Wind Energy Design/Inst.            MCSA: Security                       Criminal Justice
                                    MCAD                                 Culinary Arts
Southern Technical College          MCDST                                Healthcare Reimbursement
Degree Programs:                    MCSE                                 Human Resource Management
Applied Electronics Technology      MCSD                                 Medical Office Administration
Electrical Trades Technology        CCNP                                 Paralegal Studies
Medical Assisting                   MCDBA                                Pastry Arts
                                                                                                      Page 15
                             Tampa Bay Workforce Alliance
                          Standard Operating Procedure (SOP)




SOP Number:                         Subject: DW Eligibility
Date of Issuance: 7/1/2010          Revision Date: 6/22/2011
Effective Date: 7/1/2010            Project Director Signature:
Reference:


       PURPOSE

       It is the policy of Tampa Bay Workforce Alliance to have a standard process for WIA
       Eligibility determination for all WIA Adults. Determination is to be in accordance with
       federal WIA regulations. Upon determination of eligibility of any WIA services,
       documentation is to be entered and paper documentation complete prior to any intensive
       or training service. The hard copy case file and EFM will reflect and verify the
       information necessary to support program eligibility.

       The purpose of this local operating procedure is to standardize procedures for
       development of instruction for eligibility determination for WIA Adult customers, as
       needed to meet all regulatory and contractual requirements.

       PROCEDURE

                        Definition of Dislocated worker - an individual who:
              a. Has been terminated or laid off, or who has received a notice of termination
                 or layoff, from employment;

              b. Is eligible for or has exhausted entitlement to unemployment compensation;
                 or has been employed for a duration sufficient to demonstrate attachment to
                 the workforce, but is not eligible for unemployment compensation due to
                 insufficient earnings or having performed services for an employer that were
                 not covered under a State unemployment compensation law;

              c. Is unlikely to return to a previous industry or occupation;

              d. Has been terminated or laid off, or has received a notice of termination or
                 layoff, from employment as a result of any permanent closure of, or any
                 substantial layoff at a plant, facility or enterprise;

              e. Is employed at a facility at which the employer has made a general
                 announcement that such facility will close within 180 days; or



                                                                                                 Page 16
       f.   For purposes of eligibility to receive services other than intensive, training
            services described in Section 134 (d) 3, 4 of the WIA Act, or supportive
            services, is employed at a facility at which the employer has made a general
            announcement that such facility will close;

       g. Was self-employed (including employment as a farmer, a rancher, or a
          fisherman) but is unemployed as a result of general economic conditions in
          the community in which the individual resides or because of natural disasters;

       h. Is a displaced homemaker.


 The WIA placement specialist, in conjunction with core staff will collect documentation
necessary to determine initial eligibility for dislocated worker applicants. (Assisted Core)

 PROCESS
When a customer is referred to the assisted core service level the attending staff
member will
  1. Collect the following documentation
      a. Proof of Age - the following documentation is acceptable:
         o Baptismal Record with Date of Birth
         o Birth Certificate
         o DD-214
         o Driver’s License
         o Federal, State or Local Government ID Card
         o Hospital Birth Record
         o Passport
         o Public Assistance/Social Service Record
         o School Records/ Identification
         o Work Permit if date of birth is shown
         o Cross-Match with Dept of Vital Statistics
         o Completed and Signed I-9 Form
      b. Proof of citizenship or proof of right to work – the following documentation is
         acceptable:
         o Baptismal Certificate with Place of Birth
         o Birth Certificate
         o DD-214 (New DD214 does not verify) if DOB is shown.
         o Food Stamp Records
         o Hospital Birth Record
         o Naturalization Certification
         o Public Assistance Records
         o United States Passport
         o Native American Tribal Document
         o Alien Registration Card
         o Telephone Verification
         o School/State or Federal ID Card
         o Documentation specified on the I-9 form
         o Completed and Signed I-9 Form
         o Social Security Card
         o Applicant Statement



                                                                                               Page 17
       c. Proof of selective service if applicable:
          Males born on or after January 1, 1960 must register with the selective
          service system within 30 days after their 18th birthday or at least before they
          reach the age of 26. [ Act 189(f)] The Regional Workforce Board has
          developed a procedure (see R15 Selective Service Policy) for determining
          and documenting non-registrants who are:
           Beyond their 26th birth date who are applying for assistance from an
               employment and training program
               AND
           Who has demonstrated that their failure to register was not knowing or
               willful for the purpose of making a determination of WIA eligibility.
              Note: All documentation provided should be maintained in the applicant’s
             file.
          The following documentation is acceptable:
          o Selective Service Status Information Letter
          o Selective Service Registration Record (form 3A)
          o Selective Service Verification Form
          o Stamped Post Office Receipt of Registration
          o Internet www.sss.gov
          o Selective Service Registration card
          o Additional document if it validates Selective Service Registration
          o Applicant Statement
          o Not Applicable (Males born before January 1, 1960 and females)
                           Applicant statement of need for services

   2 Collect proof of dislocation or lay-off (see WIA Final Rule Section 671.140(d) and
   Section 102 of the Robert T. Stafford Disaster Relief and Emergency Assistance Act
   42 U.S.C. 5122 (1) and (2) and WIA Final Rule Section 671.140(d)

   3   Collect proof of receipt of unemployment, exhausted or insufficient funds

             Additional Eligibility Requirements for Assisted Core and Intensive
             Services
                   Participant must be a resident of Hillsborough County.
                   Participant must demonstrate financial need as documented on
                     the Financial Need form.
                   The WIA funding is a once in a lifetime grant in Hillsborough
                     County

All participants will demonstrate financial ability to complete program prior to enrollment
into intensive services. The Budget/Expense form will be utilized for this purpose. If the
participant cannot prove ability to complete training using all resources, they will be
deemed ineligible.


OVERSIGHT RESPONSIBILITY

WIA Program Mgr, Quality Assurance Manager, Project Director




                                                                                              Page 18
                             Tampa Bay Workforce Alliance
                          Standard Operating Procedure (SOP)




SOP Number:                         Subject: Displaced Homemaker Eligibility
Date of Issuance: 7/1/2010          Revision Date: 6/22/2011
Effective Date: 7/1/2010            Project Director Signature:
Reference:


       PURPOSE

       It is the policy of TBWA to have a standard process for WIA Eligibility determination for
       all WIA Displaced Homemakers. Determination is to be in accordance with federal WIA
       regulations. The hard copy case file and EFM will reflect and verify the information
       necessary to support program eligibility.

       The purpose of this local operating procedure is to standardize procedures for
       development of instruction for eligibility determination for WIA Displaced Homemaker
       customers, as needed to meet all regulatory and contractual requirements.

       PROCEDURE

                      Definition of Displaced Homemaker - an individual who:

              a. Has worked in the home providing unpaid household services for the family
                 members and

              b. Is not adequately employed (not earning self sufficient wage rate and

              c. Has had, or would have, difficulty in securing adequate employment and

              d. Has been dependent on the income of another family member but is no
                 longer supported by such income OR has been dependent on federal
                 assistance.

       Documentation to support eligibility for each criterion must be submitted and include in
       file.


       OVERSIGHT RESPONSIBILITY

       WIA Program Mgr, Quality Assurance Manager, Project Director



                                                                                                   Page 19
                             Tampa Bay Workforce Alliance
                          Standard Operating Procedure (SOP)




SOP Number:                          Subject: File Organization
Date of Issuance: 07/01/2010         Revision Date: 6/22/2011
Effective Date: 07/01/2010           Project Director Signature:
Reference:


                                               PURPOSE
       To standardize all WIA Adult file folders according to the current WIA file folder checklist.

                                              PROCEDURE


       WIA is currently utilizing 6 part file folders. Section 1 Eligibility; Section 2 Career
       Plan; Section 3 Correspondence; Section 4 Activities; Section 5 Financial and
       Section 6 Employment.

     SECTION 1 – Eligibility & Registration
     1 WIA Application
     2 WIA Applicant Statement (if applicable)
     3 Eligibility Checklist
     4 Income Documentation + JT-11 (AD)
     5 JT-12 Unemployment Compensation
     6 Grievance & Complaint Procedures
     7 Drivers License, SS Card and Birth Cert.
     8 Tax Return
     9 Wagner-Peyser Registration
     10 Selective Service Registration & DD-214
     11 Budget Worksheet & Supporting Documents
     12 Contingency Plan

     SECTION 2 – Career Plan
     1 Case Summary
     2 System Generated Career Plan
     3 Core & Intensive Services Checklist
     4 Workshop/Orientation Tracker
     5 Education/Training Performance Agreement
     6 Training Provider Letter of Acceptance



                                                                                                       Page 20
7 Verification of Approved Training Provider
8 Verification of Targeted Occupation
9 Initial Pell/Grants Accept./Denial Letter
10 Diploma, GED, & TABE
11 Career Path Review
12 Training Vendor Review
13 Training Cost/Funding Analysis
14 ITA Certificate
15 Job searches


  SECTION 3 – Correspondence
   1 Notes
   2 Internal/External communication/E-mails
   3 Resume
   4 Master Application


    SECTION 4 – Activities
    1 Verification of Training Completion
    2 Copy of Program Curriculum
    3 Time/Attendance Verification
    4 Progress Report/Grades
    5 Pell Update Information


    SECTION 5 – Financial
    1 Gas Card/Gift Card Logs
    2 Budget
    3 Copy of Vouchers
    4 Check Request



    SECTION 6-Employment
    1 Follow up Documentation-after closure
    2 Employment Verification
    3 General Release of Confidential Information


       OVERSIGHT RESPONSIBILITY

  WIA Program Mgr, Quality Assurance Manager, Project Director




                                                                 Page 21
                           Tampa Bay Workforce Alliance
                        Standard Operating Procedure (SOP)




SOP Number:                      Subject: Income Calculations
Date of Issuance: 07/01/2010     Revision Date: 6/22/2011
Effective Date: 07/01/2010       Project Director Signature:
Reference:


                                           PURPOSE
       Purpose:
       To verify WIA Adult customers’ income is below LLSIL using a basic equation for a
       calculation.

       Procedure: Calculation is year to date total divided by number of weeks worked
       equal weekly wage amt. Weekly wage amount multiplied by 26 is equal to 6 months
       of income. Refer to the current LLSIL (lower living standard income level) and
       number of people in household. If the total amount is lower that the LLSIL, the
       customer is income eligible.




                                                                                           Page 22
                                     WIA Income Documentation
SECTION I: During the last six (6) months, I, or my family members, have worked with
the following employers.
Employer                                 Start Date          End Date Total Weeks
1.                                           /    /           /     /
2.                                           /    /           /     /
3.                                           /    /           /     /
SECTION II: Calculation of Income
Employer #1
     YTD gross income:______________ divided by total # of wks worked
        YTD:________= average weekly wage:__________________
     Multiply average weekly wage:_________________ x total # of wks worked in
        past 26 weeks = estimated income:______________
     Estimated income______________x 2=________________ annual salary

Employer #2
   YTD gross income:______________ divided by total # of wks worked
      YTD:________= average weekly wage:__________________
   Multiply average weekly wage:_________________ x total # of wks worked in
      past 26 weeks = estimated income:____________________
   Estimated income______________x 2=________________ annual salary

Employer #3
   YTD gross income:______________ divided by total # of wks worked
      YTD:________= average weekly wage:__________________
   Multiply average weekly wage:_________________ x total # of wks worked in
      past 26 weeks = estimated income:____________________
   Estimated income______________x 2=________________ annual salary


I certify that all information provided on this form is true and correct. I consent to verification of this information. I further
understand that this information will be used to determine my eligibility to enter the WIA program and that any false information
given intentionally may result in my immediate termination from the WIA program and that any monies received while enrolled in
the WIA program may have to be repaid.
_________________________________________                                          _________________________
Customer Signature                                                                 Date

________________________________________                                           _________________________
TBWA Career Specialist Signature                                                   Date




                                                                                                                                     Page 23
OVERSIGHT RESPONSIBILITY

WIA Program Mgr, Quality Assurance Manager, Project Director




                                                               Page 24
                             Tampa Bay Workforce Alliance
                          Standard Operating Procedure (SOP)




SOP Number:                         Subject: Selective Service Determination
Date of Issuance: 07/01/2010        Revision Date: 6/22/2011
Effective Date: 07/01/2010          Project Director Signature:
Reference:


                                                 PURPOSE
       To establish local criteria for Selective Service Determination and documentation for the
       WIA program.

                                           BACKGROUND

       Military Selective Service amendments require all male U.S. citizens and male
       immigrants residing in the United States (permanent resident noncitizens), to register
       within 30 days of their 18th birthday. Male applicants at age 17 or younger and attain
       age 18 while participating in the program must be registered for Selective Service by
       the 30th day after their 18th birthday to remain eligible for WIA services. Those
       customers without Selective Service registration can be served if the job seeker
       provides evidence that he did not knowingly or willfully fail to register. Case notes
       must be clear and concise to explain the reason for non registration.

                                            PROCEDURE


              1. Male applicants who served on active duty and were discharged should
                 have a copy of the military discharge (Form DD-214) placed in the file. If
                 not available other documentation such as a military ID could be used.
                 Reserve duty and National Guard service are not acceptable for eligibility

              2. Evidence that the job seeker was institutionalized or outside of the U.S.
                 entire from before his 18th birthday to after his 26th birthday. Documents
                 showing the individual was out of the country may be evidence that failure
                 to register with SSS was not willful or knowing. Copy of immigration card
                 showing year they entered the country and the statement from Selective
                 Service website must be included in the file, with detailed case notes.

              3. Eligible noncitizen males who entered the U.S. on or after attaining their
                 26th birthdays are exempt from Selective Service registration



                                                                                                   Page 25
           requirements. Immigration and Naturalization Service (INS) Form I-94
           (Arrival/Departure Record) and INS Form I-551 (Alien Registration
           Receipt Card, aka “green card”) shows the birth date of the eligible
           noncitizen. A statement from the Selective service website must be
           attached to the file, and detailed case notes entered.

      4. INS grants legal status and employment authorization to some lawful
         seasonal agricultural workers (SAWs) and formerly illegal noncitizens
         under the 1986 Immigration Reform and Control Act (IRCA). Male
         noncitizens 26 years of age or older who entered the U.S. illegally and
         who were subsequently granted legal status by the INS (IRCA-legalized
         aliens), or were born on or after January 1, 1960, but are not registered
         with the SSS, may be enrolled in WIA only if the job seeker provides
         evidence that he did not knowingly or willfully fail to register. Case notes
         must explain the decision.

      5.   Third-party affidavits from parents, teachers, employers, doctors, etc.,
           may also help to determine whether or not failure to register with the SSS
           was willful and knowing.



      OVERSIGHT RESPONSIBILITY

WIA Program Mgr, Quality Assurance Manager, Project Director




                                                                                        Page 26
                                       DESK GUIDE
 Application of WIA Selective Service Registration Requirements

Military Selective Service amendments require all male U.S. citizens and male immigrants
residing in the United States (permanent resident noncitizens), to register within 30 days of
their 18th birthday. Male applicants at age 17 or younger and attain age 18 while
participating in the program must be registered for Selective Service by the 30th day after
their 18th birthday to remain eligible for WIA services. Those customers without Selective
Service registration can be served if the job seeker provides evidence that he did not
knowingly or willfully fail to register.
       The following guidelines apply:
       1. Male applicants who served on active duty and were discharged should have a
          copy of the military discharge (Form DD-214) placed in the file, if not available
          other documentation such as a military ID could be used. Reserve duty and
          National Guard service are not acceptable for eligibility

       2. Evidence that the job seeker was institutionalized or outside of the U.S. entire
          from before his 18th birthday to after his 26th birthday. Documents showing the
          individual was out of the country may be evidence that failure to register with
          SSS was not willful or knowing. The selective service waiver should be
          completed with the customer and submitted to the BWB Planning Officer for
          approval.

       3. Eligible noncitizen males who entered the U.S. on or after attaining their 26th
          birthdays are exempt from Selective Service registration requirements.
          Immigration and Naturalization Service (INS) Form I-94 (Arrival/Departure
          Record) and INS Form I-551 (Alien Registration Receipt Card, aka “green card”)
          shows the birth date of the eligible noncitizen.



       4. INS grants legal status and employment authorization to some lawful seasonal
          agricultural workers (SAWs) and formerly illegal noncitizens under the 1986
          Immigration Reform and Control Act (IRCA). Male noncitizens 26 years of age
          or older who entered the U.S. illegally and who were subsequently granted legal
          status by the INS (IRCA-legalized aliens), or were born on or after January 1,
          1960, but are not registered with the SSS, may be enrolled in WIA only if the job
          seeker provides evidence that he did not knowingly or willfully fail to register.

       5. Third-party affidavits from parents, teachers, employers, doctors, etc., may also
           help to determine whether or not failure to register with the SSS was willful and
           knowing.




                                                                                                Page 27
                            Tampa Bay Workforce Alliance
                         Standard Operating Procedure (SOP)




SOP Number:                        Subject: Social Security Number Procedure
Date of Issuance: 07/01/2010       Revision Date: 6/22/11
Effective Date: 07/01/2010         Project Director Signature:
Reference:


                                             PURPOSE
       Purpose:
       To establish a standard operating procedure (SOP) to guide staff usage of sensitive
       information in order to protect clients, candidates and employees from compromises
       of protected information and/or invasion of privacy. This SOP will provide appropriate
       procedures to ensure sensitive information (especially complete names and social
       security numbers) is not exposed to unknown users or sources after being entrusted
       to TBWA employees.
       Background:
       The Federal Privacy Act (Public Law 93-579) safeguards individuals against
       invasions of privacy when social security numbers are required for official use. In
       addition, protection of identity has become a critical requirement to users of sensitive
       information in order to prevent unauthorized usage which has resulted in fraud,
       abuse, and theft. Federal and state law stipulate that agencies (e.g. TBWA)
       authorized to collect social security numbers must provide, upon request, a
       statement of purpose or purposes for which the social security numbers are being
       collected and used. Social security numbers cannot be used for any other purpose
       than that stated in the statement of purpose(s). This SOP is used in conjunction with
       TBWA SOP
       “Information System Security Incident Reporting”, dated 28 November 2007. The
       Privacy Act of 1974 may be viewed at: http://www.usdoj.gov/oip/privstat.htm.
       Policy:
       TBWA policy is to protect security of sensitive information provided by clients,
       candidates and employees from improper usage, disclosure or transmission. Federal
       and state laws must be strictly adhered to by TBWA staff. TBWA staff will use
       sensitive information, including social security numbers, only for the purposes for
       which it is intended and as explained to the provider of the information. Additionally,
       TBWA staff will protect sensitive information in a manner that would not allow
       compromise of the provider’s identity to unauthorized persons within or without
       TBWA. TBWA considers sensitive information to include, but not be limited to, full
       names associated with complete social security numbers, drivers license numbers,




                                                                                                  Page 28
identification card numbers, account numbers (to include credit or debit cards),
account security codes, associated passwords, case numbers, or information, when
connected, which provides unauthorized persons with identity of protected
individuals. TBWA will ensure that any requests from outside agencies for protected
private information are accompanied by appropriate information request forms as
prescribed by federal and state law.
Procedures:
1. TBWA staff will ensure that requests for sensitive information whether verbal,
printed, or electronic are accompanied by privacy act protection statements.
   A. Staff will not submit sensitive information to any request concerning a client,
   candidate, or employee without specific consent from that client, candidate, or
   employee.
   B. Requests for sensitive information must reflect whether disclosure is
   mandatory or voluntary.
   C. Staff should report any requests for sensitive information which are not in
   compliance with standard policies (e.g., no “Privacy Act Statement” included), or
   requested from sources outside of normal TBWA activities (e.g. subpoenas, legal
   office requests) to supervisors.
2. Benefits cannot be denied to persons for not disclosing information other than
federally prescribed mandatory disclosures of social security numbers.
3. TBWA staff will use the first and last name and last four digits of social security
numbers when reporting Unemployment Compensation claimants to appropriate
agencies to report non-participation in re-employment activities, refused referrals,
etc.
4. Lists of candidates, clients or employees will full social security numbers will not
be copied on paper, downloaded to disc, or copied to other types of electronic
storage.
5. Web site information, training presentations, and printed materials will not contain
full social security numbers. 6. Full social security numbers must not be stored on
laptop computers, personal digital assistants (PDAs) or other portable devices.
7. Email must not be sent with full social security numbers or other sensitive
information which separately or combined may put persons and identifying
information together.
8. Instant messaging services cannot be used for transmitting full social security
numbers or other complete identifying numbers.
9. Sensitive information shared between career centers and/or NetPark will be hand
delivered or transmitted using TBWA authorized encryption programs.
10. Sensitive information shared between TBWA staff and any outside organization
(e.g. Dept. of Children and Families) must be thoroughly edited to prevent putting
persons and indentifying information together beyond what is minimally required.
   A. When referencing persons and case numbers, use only last name and case
   number when communicating to outside organizations.
   B. Use last name only with other identifying credentials such as student numbers,
   voucher numbers, etc.



                                                                                          Page 29
   C. If outside organizations (e.g., AWI) reference social security numbers, use
   only last name and last four digits of the referenced social security number.
11. For candidates who desire not to provide social security numbers, the following
steps should be used to provide a pseudo number (artificial social security number)
in order to complete data entry:
A. Enter 9 as first digit
B. Enter last two digits of candidate’s birth year as next two numbers
C. Enter 0 as next two digits.
D. Enter last four digits as numeric month and day of birth
Example:
Date of Birth Pseudo Number
October 12, 1972 972-00-1012
E. If the pseudo number is already in use, alter the middle two digits (“00”) until a
unique number is created.
F. Career managers establishing pseudo numbers in lieu of social security numbers
must annotate case files to include the pseudo number created and appropriate
comments describing why entering the pseudo number was chosen by the
candidate.


OVERSIGHT RESPONSIBILITY

WIA Program Mgr, Quality Assurance Manager, Project Director




                                                                                        Page 30
                               Tampa Bay Workforce Alliance
                            Standard Operating Procedure (SOP)




SOP Number:                          Subject: Adults WIA Adult Eligibility
Date of Issuance: 7/1/2010           Revision Date: 6/22/2011
Effective Date: 7/1/2010             Project Director Signature:
Reference:

       PURPOSE

       It is the policy of Tampa Bay Workforce Alliance to have a standard process for WIA
       Eligibility determination for all WIA Adults. Determination is to be in accordance with
       federal WIA regulations. Upon determination of eligibility of any WIA Tier services,
       documentation is to be entered and paper documentation complete prior to any intensive
       or training service. The hard copy case file and EFM will reflect and verify the
       information necessary to support program eligibility.

       The purpose of this local operating procedure is to standardize procedures for
       development of instruction for eligibility determination for WIA Adult customers, as
       needed to meet all regulatory and contractual requirements.

       Definition of Adult: An employed, under-employed or unemployed individual who is
       age 18 or older.

       PROCEDURE

        The WIA placement specialist, in conjunction with core staff will collect documentation
            necessary to determine initial eligibility for adult applicants. (Assisted Core)

        PROCESS
       Customers will be referred to the assisted core service level through word of mouth,
       email and print ads regarding services available. Customers requesting assisted core
       service will be required to provide the following documentation:

             1. Proof of Age - the following documentation is acceptable:
                   o Baptismal Record with Date of Birth
                   o Birth Certificate
                   o DD-214
                   o Driver’s License
                   o Federal, State or Local Government ID Card
                   o Hospital Birth Record
                   o Passport



                                                                                                  Page 31
      o Public Assistance/Social Service Record
      o School Records/ Identification
      o Work Permit if date of birth is shown
      o Cross-Match with Dept of Vital Statistics
      o Completed and Signed I-9 Form
2. Proof of citizenship or proof of right to work – the following documentation is
   acceptable:
      o Baptismal Certificate with Place of Birth
      o Birth Certificate
      o DD-214 (New DD214 does not verify) if DOB is shown.
      o Food Stamp Records
      o Hospital Birth Record
      o Naturalization Certification
      o Public Assistance Records
      o United States Passport
      o Native American Tribal Document
      o Alien Registration Card
      o Telephone Verification
      o School/State or Federal ID Card
      o Documentation specified on the I-9 form
      o Completed and Signed I-9 Form
      o Social Security Card
      o Applicant Statement
3. Proof of selective service if applicable:
      Males born on or after January 1, 1960 must register with the selective
      service system within 30 days after their 18th birthday or at least before they
      reach the age of 26. [Act 189(f)] The Regional Workforce Board has
      developed a procedure (see R15 Selective Service Policy) for determining
      and documenting non-registrants who are:
       Beyond their 26th birth date who are applying for assistance from an
          employment and training program
          AND
       Who have demonstrated that their failure to register was not knowing or
           willful for the purpose of making a determination of WIA eligibility.
          Note: All documentation provided should be maintained in the applicant’s
         file.
      The following documentation is acceptable:
      o Selective Service Status Information Letter
      o Selective Service Registration Record (form 3A)
      o Selective Service Verification Form
      o Stamped Post Office Receipt of Registration
      o Internet www.sss.gov
      o Selective Service Registration card
      o Additional document if it validates Selective Service Registration
      o Applicant Statement
      o Not Applicable (Males born before January 1, 1960 and females)
4. Applicant statement of need for services
   a. Determination and verification of financial need:
        1. Low Income
                 Low income is defined as an individual that received an income, or
                    is a member of a family that received a total family income, for the



                                                                                           Page 32
                     6 month period prior to application in relation to family size, does
                     not exceed the poverty guidelines. In order to determine income
                     level, the family unit must be considered. A family is defined as
                     two or more persons related by blood, marriage, or a decree of
                     court, who are living in a single residence, and are included in one
                     or more of the following categories:
                           o A husband, wife, and dependent children.
                           o A parent or guardian and dependent children.
                           o A husband and wife.
      The actual annualized income amount must be recorded in the State MIS.
      The data element labeled “low- income” is determined in EFM based on the
      amount of annualized income and the participant’s family size.
                       Note: It is critical that an actual dollar amount is
                       entered into the system.
         2. Priority of Service
                 If Region has initiated Priority of Service policy, individual must
                     meet the income requirements outlined in such policy.
         3. Self-Sufficiency
                 Self-sufficiency is defined as 400% of the Region’s LLSIL.
         4. Additional Eligibility Requirements for Assisted Core and Intensive
            Services
                 Participant must be a resident of Hillsborough County.
                 Participant must demonstrate financial need as documented on
                     the Financial Need form.
           All participants will demonstrate financial ability to complete program prior
              to enrollment into intensive services. The Budget/Expense form will be
              utilized for this purpose. If the participant cannot prove ability to
              complete training using all resources, they will be deemed ineligible.
           The WIA funding is a once in a lifetime grant in Hillsborough County.

OVERSIGHT RESPONSIBILITY

WIA Program Mgr, Quality Assurance Manager, Project Director




                                                                                            Page 33
                             Tampa Bay Workforce Alliance
                          Standard Operating Procedure (SOP)




SOP Number:                        Subject: WIA Case Closure
Date of Issuance: 07/01/2010       Revision Date: 6/22/2011
Effective Date: 07/01/2010         Project Director Signature:
Reference:


                                              PURPOSE

                             Case Closure Procedure for WIA Participants

                                           BACKGROUND


       1. All placements, regardless of wage rate, must be entered into EFM as soon as the
          employment status is verified using the acceptable forms of verification indicated on
          the data validation matrix.

       2. Once placement is verified and entered, the EFM case will be closed with a
          placement. However, the case does not “exit” until 90 days after case closure, and
          staff is still responsible for follow up contacts.

       3. Follow-ups with the customer will be made at 30, 60 and 90 days. If it is determined
          that the customer needs further assistance prior to the 90 day follow up, we will
          assist them, reopening the EFM case.

       4. If the customer states that they are not interested in, or do not need our services any
          longer, a case note will be made. However, follow-ups are still required at 30, 60
          and 90 days.

       It is important to note that this process represents standard operating procedures
       for the case closure and follow up. However, any customer may request services
       at any point in time regardless of the status of their case. The level of services
       rendered will be based on customer need and any applicable eligibility criteria.




                                                                                                    Page 34
     WIA – Closing Activities & Entering Credentials




ACTION       STEPS

Closing an   Note: The Create WIA Case Closure interface will become available
Activity     when each valid activity has an actual end date. To close activities
             complete the following steps:

             1. Select     Programs Tab screen of your customer and select
             the
                           Close hyperlink of the open activity, this will
             display the
                           Closure Information screen

             2. Enter     Last Activity Date (no future dates), Completion
             Code, if the
                          customer received a credential, type, if the
             credential was
                          verified and date of credential.

             Note: If ‘Other’ is selected for Credential Type, enter details in
             the Other Credential text box. If the customer was employed at



                                                                                    Page 35
             registration, the customer must have earned a credential.

             3. Enter      Case Notes

             4. Select     Finish




               WIA – Entering Employment




ACTION        STEPS

Entering      1. Select     Programs Tab screen of your customer and
Employment    select the
                            Add/Edit Entered Employment link

              2. Enter     Employer Information and Job Information and



                                                                          Page 36
         verify all
                      information as it pertains to a completed
         ‘Verification of
                      Employment’ form on the System Index

         Note: If the employer is system-generated, select the
         Employer Search link to search & select desired employer.

         3. Select    Save/Finish

             •   When the screen refreshes, a record of the job will
                 appear at which point you may edit or delete any
                 information.




         WIA – Closing a Customer Case




ACTION   STEPS




                                                                       Page 37
Closing Cases   Note: Prior to closing a case there are several items you will
                need to know, for example:
                   • Employment Status
                   • School Status
                   • If the customer earned a HS Diploma/GED or credential
                      at any point during participation

                1. Select    Programs Tab screen of your customer and select
                the
                             Create WIA Case Closure link

                Note: If there are activities/goals without an Actual Start
                Date, the case closure cannot be created. If there are Open
                activities/goals, a prompt will appear alerting you to close the
                activity/goal.




                WIA – Closing a Customer Case




ACTION      STEPS



                                                                                   Page 38
Closing        Important Note: Once all activities have been closed,
Cases          employment and credentials entered, at the bottom of the
               screen before you select Save/Finish, there is a statement that
               says, “Soft Exit.” Delete this phrase/wording and then select
               Save/Finish.

               Once completed the system will refresh back to the Programs Tab
               screen of your customer indicating an actual end date for all closed
               activities and a hyperlink underneath the Create WIA Case Closure
               link

               FYI: A WIA “soft” exits occurs when a Projected End Date of an activity
               has passed.

               A WIA Case Closure will ensure the following:
                 • Enable Customer Satisfaction data to be collected
                 • Allow staff to record Employment information prior to exit creation
                 • Allow staff to collect credential attainment, diploma attainment and
                    placements built around federal reporting requirements.

               Once a WIA Case Closure has been created, a new program activity cannot
               be created for this application. However, WIA follow-up services may be
               recorded.




            OVERSIGHT RESPONSIBILITY

 WIA Program Mgr, Quality Assurance Manager, Project Director




                                                                                          Page 39
                           Tampa Bay Workforce Alliance
                        Standard Operating Procedure (SOP)




SOP Number:                     Subject: WIA Follow Up
Date of Issuance: 07/01/2010    Revision Date: 6/22/2011
Effective Date: 07/01/2010      Project Director Signature:
Reference:

       1.0 PURPOSE:

         The purpose of this document is to define state and local policy to provide
         clear and exact guidance for the internal adoption, operation and management
         of the WIA follow up processing

       2.0 APPLICATION:

         This document applies to all Staff responsible for the management and
         implementation of the WIA Program as it relates to WIA follow up policy and
         procedures.

       3.0 DEFINITIONS:

              WIA          Workforce Investment Act
              ITA          Individual Training Accounts
              EFM          Employ Florida Market Place
              FAFSA               Free Application for Federal Student Aid
              SAR          Student Aid Report
              TABE         The Adult Basic Education Test
              OJT          On-the-job- training

       4.0 REFERENCE DOCUMENTS:

              1. Workforce Investment Act
         http://www.doleta.gov/USWORKFORCE/WIA/wialaw.txt
              2. Florida Public Law
         http://www.floridajobs.org/pdg/wia/WORKFORCE%20INVESTMENT%20ACT
         %20OF%201998.rtf
              3. Federal Register 20 CFR Part 652 et al. Workforce Investment Act;
         Final Rules
         http://www.doleta.gov/regs/statutes/finalrule.pdf



                                                                                        Page 40
5.0 MATERIALS REQUIRED:
  1.  Access to EFM
  2   Updated Employment Information


6.0 PROCEDURE:

I.     Workforce Investment Act’s Follow-up Requirements

The Workforce Investment Act requires that Title I Youth, Adult and Dislocated
Worker participants receive follow-up services for not less than 12 months. WIA
also includes follow-up reporting requirements for these programs and
performance measures based on follow-up status. This guide describes
allowable follow-up services, the WIA core performance measures, data and
reporting methodologies, the customer satisfaction survey process, and a section
relating follow-up activities to the WIA performance measures. Follow ups are to
be completed at 30, 60, 90, 180, 270 and 365 days. Follow up alerts should be
scheduled in EFM.

II.    Allowable Follow-up Services

A.    Adult and Dislocated Workers

Adults and Dislocated Workers who are placed in unsubsidized employment
must receive follow-up services for a minimum of 12 months after the first date of
employment. Allowable services include counseling regarding the workplace and
WIA supportive services. The emphasis of workplace counseling activities
should be directed to assisting the participant in retaining employment,
increasing earnings and completing education requirements when appropriate.
The case manager should help identify the supportive services from WIA and
other sources necessary for retaining employment. The case manager may work
with the employer to help resolve employment issues and to identify opportunities
for advancement. If necessary, the case manager should provide assistance in
obtaining new employment.

The case manager may assist in arranging a wide array of services design to
improve the employment status of the participant during follow-up. The case
manager should also include non-WIA services in these strategies. During the
follow-up period, if it becomes necessary to utilize WIA services beyond those
available through the follow-up component, then re-enrollment into WIA will be
required. Follow-up services that may be provided without re-registering the
participant into WIA include all of the services described as core and intensive
services with the exceptions of work experience, internships and job shadowing.
Services that entail ongoing WIA payment support require re-enrollment into
WIA. These services include of work experience, internships, job shadowing,
and all training services.



                                                                                     Page 41
B.     Youth Participants

All youth participants must receive some form of follow-up for a minimum of 12
months. The types of services provided and the duration of services must be
determined based on the needs of the individual. Follow-up may include
supportive services and leadership development. Follow-up may include regular
contact with the youth participant’s employer, including assistance with work-
related problems that arise. Follow-up may also include work related peer
support groups, adult mentoring, assistance in securing better paying jobs,
career development and further education, and tracking the progress of the
participant in employment after training.

     Assistance for leadership development opportunities is encouraged and may
                                 include the following:
      • exposure to postsecondary educational opportunities;
      • community and service learning projects;
      • peer-centered activities, including peer mentoring, and tutoring;
      • organizational and team work training, including team leadership training;
      • training in decision-making, including determining priorities;
      • citizenship training, including life skills training such as parenting, work
         behavior training, and budgeting resources;
      • employability; and
      • positive behaviors

Follow-up services should be directed to ensure that the participant successfully
 meets their planned outcome goals and to insure successful outcomes on the
WIA performance measures. As with the Adults and Dislocated Workers, a wide
  range of services may be provided during follow-up without re-enrolling the
 participant into WIA. WIA services that will require re-enrollment into WIA are
work experience, internships, job shadowing, and occupational training including
                   on-the-job training and classroom training.



See WIA User Guide page 6-38 for instructions in EFM on how to create and
complete WIA follow ups in EFM.




                                                                                       Page 42
                        Tampa Bay Workforce Alliance
                     Standard Operating Procedure (SOP)




SOP Number: WIA            Subject: Support Services
Date of Issuance: 7/1/2010 Revision Date: 6/22/2011
Effective Date: 7/1/2010     Project Director Signature:
Reference:


 PURPOSE

 To provide standard operating procedures for assisting eligible Workforce Investment
 Act recipients with available support services.

 BACKGROUND:

 The Tampa Bay Workforce Alliance provides support services to enable eligible WIA
 candidates who need supportive services for transportation and other needed
 services. Support services will be provided based upon availability of funding and
 documented participation.

 Available support services are:

 WIA Available Support Services include, but are not limited to, the following:

     •   Transportation
     •   Online exam/licensing fee
     •   Uniforms/Supplies
     •   Tools for training
     •   Incentives

 WIA Eligibility

 Support services are provided, as resources permit, to assist customers while
 participating in documented WIA activities.




                                                                                        Page 43
       .
   In situations where the customer is listed as a co-owner of a car or co-renter on a
   lease, assistance can be provided as long as proof is secured that the WIA
   customer is on the title or on the lease. In instances of this nature - staff must
   submit the request to the Program Manager/Supervisor (or designee). A complete
   case note must be entered outlining the situation and the approval process.

   Limits

   •   Each customer is limited to $2000 in a program year – (Region 15’s program
       year is July 1st to June 30th).
   •   Expenditures above the $2000 calendar year limit must be approved on a
       case-by-case basis by the Program Manager/Supervisor or designee.
                Staff seeking special approval to exceed program limits should
                   email the Program Manager/Supervisor with case specifics and a
                   justification for approval. The justification must also be
                   documented in a case note.
                The Program Manager/Supervisor will review the case and forward
                   to the Operations Manager for approval. Once a response is
                   received, the Program Manager/Supervisor will reply via email with
                   an approval or denial.
   •   Frontline Staff can approve up to $299.99 on a single expenditure.
                Staff must make a complete case note entry justifying the
                   expenditure and specifically outlining the items to be purchased.
                   The justification should always be linked to participation in
                   approved activities and/or securing and retaining employment.
   •   Expenditures from $300.00 - $499.99 on a single expenditure must be
       approved on a case-by-case basis by the Program Manager.
                Staff seeking special approval to exceed program limits should
                   email the WIA Supervisor with case specifics and a justification for
                   approval. The justification must also be documented in a case note.
   •   Expenditures at $500 or above on a single expenditure must be approved on
       a case-by-case basis by the Program Manager/Supervisor or designee.
                Staff seeking special approval to exceed program limits should
                   email the Program Manager/Supervisor (or designee) with case
                   specifics and a justification for approval. The justification must also
                   be documented in a case note.
                The Program Manager/Supervisor (or designee) will review the case
                   and reply via email with an approval or denial

IMPORTANT

The need for, and amounts of, all support services provided to customers must be
documented in EFM case notes and an appropriate and complete service entry must
be opened




                                                                                             Page 44
Transportation Assistance (Gas Cards)

   •   Customers are eligible for one gas card from an authorized provider per
       month to support participation in any approved activity. To qualify, the
       mileage from home to training facility must be more than 15 miles one way
       (verified by MapQuest- print documentation for file)
   •   Customers must be a full time student or actively participating in an approved
       WIA activity. Timesheets must be submitted and up to date before cards can
       be given out.
   •   Services exceeding this level will be reviewed on a case-by-case basis
       approved by the Program Manager/Supervisor (or designee) with appropriate
       justification documented in an EFM case note.
   •   Gas Cards/Gift Cards are available “As Funds Permit” – meaning that there
       may be occasions or timeframes when they are suspended or unavailable.
   •   Gas Cards/Gift cards are not paid retroactively – If a customer misses receipt
       of a support service (through their own or our fault) - they lose eligibility for
       that service.

Specific Transportation Related Exclusions

   •   Support services are not available for down payment assistance related to the
       purchase of an automobile or for auto loan payments.
   •   Support services are not available to pay any traffic related fines or fees.

Uniforms/Clothing

   •   May be provided to participants to meet interview, employment and training
       needs.
   •   Employment must be documented or verified before work clothing is
       purchased, not to exceed $300 per year (July 1st – June 30th).
   •   Make sure you document and justify ALL decisions.
   •   Generally, expenditures for uniforms and/or clothing should not exceed $300.
       Use discretion when approving the full amount. The customer may need
       additional uniforms at a later date.
   •   Expenditures above $300 can be provided on a case-by-case basis with the
       Program Manager/Supervisor’s approval and appropriate justification
       documented in a case note.
   •   VOUCHERS SHOULD ONLY BE ISSUED AFTER THE CUSTOMER HAS BROUGHT
       YOU A DETAILED, ITEMIZED ESTIMATE (“Pre-Receipt”) OF WHAT ITEMS ARE TO
       BE PURCHASED AND THEIR TOTAL COST.
   •   Program Manager/Supervisor may approve case-by-case exceptions to the
       “pre-receipt” requirement
   •   Be sure you know what your customer is buying.
   •   We do not reimburse customers for uniforms or clothing they purchased
       without advance approval from the Program Manager/Supervisor. No
       exceptions



                                                                                           Page 45
Tools

Tools needed for employment may be provided for participants who have obtained
employment and are in need of tools in order to remain employed. Payment for tools
will vary due to their remaining budget. The customer must provide written
documentation from the employer stating that the tools are necessary for the job. As
with any supportive service, this service is only available as funding permits.


Gas Cards

                     Open a new Transportation service in WIA activities-181
                      Transportation Assistance and case note must include card
                      numbers, amt and detailed description of barrier.

Transportation Distribution Procedures

Card Administrator

   •    Each One-Stop Center will have a designated Card Administrator
   •    The Card Administrator will be responsible for:
                   Maintaining the card supply
                   Overseeing the log and card distribution
                   Keeping all cards on-hand in a locked storage unit

Managing the Paperwork
  • The Signature Sheet - This is a copy defining what took place at the last
     distribution. It shows what cards were on hand at the time of pick-up as well
     as the new batch of cards supplied. This is a record-keeping document for
     your information only. It is recommended that you keep all records for auditing
     purposes
  • The Pages of Logs - The logs record the cards that were used and lists
     customers the cards were issued to. All logs with original signatures for issued
     cards should be kept and maintained throughout the month. At the time to
     request a new batch, the original logs will be submitted to the Support Center.
     Keep copies of all logs for your records and auditing purposes.

Requesting Cards
   • When your supply diminishes and you have one week of cards remaining, it is
      time to request a new batch!
   • The logic: with only one week remaining, by the time you have distributed all
      of your cards, your new supply will be ready, ensuring you have used one
      month during the time frame of one month and then receive a new batch.
   • Step 1: Email the Support Center Contact notifying them that your supply is
      low
   • Step 2: Collect all logs of used cards




                                                                                        Page 46
       Place in sequential order
       Verify all logs have been collected
       Make copies of partially used or unused logs

Note: Both original logs of used cards and copies of logs of unused (partially unused)
cards need to be turned in at the time of replenishment request!

   •   Step 3: Overnight the complete batch of logs to the Support Center
   •   Step 4: Allow one week for disbursement of the new batch

At the time of pick-up
    • First, bring any additional, original logs that have been used since the time of
        request
    • Second, you will receive a signature sheet, a stack of logs, and a batch of
        cards
    • Third, you will need to count & verify that all logs correspond to the batch of
        cards received
    • Lastly, you will sign the signature sheet as a record that you have verified the
        batch and will be held accountable for the cards received.
    • When you pick up your new supply of cards you will receive:
                    Signature Sheet summarizing cards you may still have on-hand
                       as well as cards being distributed at the current time:
                    Batch of Logs
                    Actual Cards

Issuing Cards to Career Specialists
     Logs and cards distributed to Career Specialists must be accounted for.
     At the bottom of each log, the staff member who will distribute the cards must
       sign for accountability of lost or stolen cards.
     Keep documentation of which WIA CM holds which cards/logs




                                                                                         Page 47
                                  WIA Process Flow Chart




  Introductory         Decision:                                      Decision:
Services & Core      Proceed with                Application to         Initial
    Services          Application                  System            Assessment




                           No                                             No
                                                                                         Staff Assisted
                                                                                         Core Services
                                                                    Leave System
                      Leave System




   Employment                                                     Employment
     Track                                                        Preparation
                                                                     Track




    Placement                                                     Career Planning
    Assistance




 Workshops                                                           In-depth         Not Training or
 Employment                                                         Assessment        Employment Ready
 Preparation




                    Includes OJT, Direct, etc.
          Job
      Development                                                    Training ready        Seminars
                                                                     & Appropriate         Basic Ed
                                                                                        Support Services,
                                                                                              Etc.


      Placement


                                                                     Training


                                                                                          Employment Ready
                                                                                                 Page 48
                                                                    WIA SERVICES & ACTIVITIES
               WHAT                                     WHO, WHEN & WHERE                                               WHY                                      HOW
                                                     (to capture customers & services)                       (we need to capture                    (does it affect performance)
     CORE SERVICES                                                                                          customers & services)

Definition:                                  1. For those             1. Identification of customers    Investors in the nation’s workforce          •   WP Entered Employment Rate
                                               customers that are        utilizing the resource room    development system need to know the          •   WP Entered Employment Wage
Universal access to WIA through core-          utilizing the                                            impact of their investment in the public         Rate
related employment services which are          resource room for:     2. After attending workshops &    labor exchange and how effectively the       •   WP New Hire Involvement Rate
available to any job seekers including                                   job clubs in the center.       system helps individuals find jobs and       •   WP Employer Involvement Rate
individuals seeking to advanced his or her     a. job searching                                         provides employers’ access to skilled        •   WP Percentage of Job Openings
career. Core services are services             b. updating and/or     3. Providing staff assisted job   workers.                                         Filled
available in the One-Stop system that are          completing a       referrals                                                                      •   Short-Term Veterans Entered
accessible to consumers by self-service or         resume                                               Wagner-Peyser services are a critical            Employment Rate
limited staff assistance                       c. obtaining job       4. After attending programmatic   component of One-Stop Centers in meeting     •   Customer Satisfaction Survey
                                                   referrals             orientations (WT,WIA &         this challenge.
                                               d. use of                 General)
Examples:                                          computers                                            With the implementation of the Labor
                                               e. use of fax          5. Job Fairs, Recruiting Events   Exchange      Performance  Measurement
       Wagner Peyser Eligibility                   machines                                             System, consisting of labor exchange
          Initial Assessment                   f. use of phones,                                        performance measures, data collection and
               Job Search                      g. use of resume                                         reporting requirements and ultimately the
           Resume Writing                          paper                                                establishment of expected levels of
          Interviewing Skills                  h. making copies                                         performance, Congress, the States, the
           Career Advising                     i. attend                                                business community and other partners
       Labor Market Information                    workshops                                            and stakeholders will be able to more
                                                                       Capture customers by
         Job Vacancy Listings                  j. attend general                                        accurately assess the value of labor
 Use of computers, faxes, phones, etc.                                  registering them into
                                                  orientation                                           exchange services for our customers.
Vendor Program Performance information                                Wagner Peyser in EFM &            (Source: ETA 9002 and VETS 200 Data
       Program Cost information                                        enter the services that          Preparation Handbook, ET Handbook No.
Community Resources/Supportive Service                                  were provided to the            406, April 2002)
               information
                                                                             customers.
       Financial Aid information                                                                        (Final Guidance -Wagner-Peyser Job
            UC assistance                                                                               Seeker Registration & Employer Services
          Center Workshops                                                                              Procedures)




                                                                                                                                                                                    Page 49
    WHAT                                                  WHO, WHEN & WHERE                                                                     WHY                                            HOW
ASSISTED CORE                                          (to capture customers & services)                                              (we need to capture
                                                                                                                                   Customers & services)                       (does it affect performance)
  SERVICES
Definition:                          When there is significant staff   Identification of customers utilizing the resource room   For staff-assisted activities, the         An individual who is registered for
                                     involvement in terms of           on a continuous basis; AND/OR                             purpose of the service should be           WIA services has been determined
Core measures of performance for     resources or time, individuals        1. After attending workshops and Job Clubs in         examined to determine if registration is   eligible and is counted in
customers who receive workforce receiving the staff-intensive core              the center;                                      required for the service.                  performance.
investment activities beyond self- services are required to be             2. Providing staff assisted job referrals;
service and informational services. registered for the adult and           3. Providing staff assisted job matching;             Services that are designed to inform           •   WIA Adult Employed Workers Outcome
                                     dislocated worker programs            4. After attending programmatic orientations          and educate individuals about the labor            Rate
Examples:                                                                       (WT,WIA & General);                              market and their employment                    •   WIA Adult Entered Employment Rate
                                     Registration occurs at the point      5. Attending multiple Job Fairs or recruiting         strengths, weaknesses, and the range           •   WIA Adult Entered Employment Wage
      Staff assisted job search      in which a WIA Adult or                    events ;                                         of services appropriate to their                   Rate
    Staff assisted job matching      Dislocated Worker participant         6. Utilizing referrals from other center programs;    situations should be considered                •   WIA Dislocated Entered Employment
              assistance             receives an assisted core service          Vet Reps, Business Services, Resource            informational in nature.                           Rate
   Staff assisted career advising    (Reference: 20 CFR 663.105                 Room;                                                                                           •   WIA Dislocated Entered Employment
  Staff assisted job referrals (such and 664.215)                          7. Long Term Wagner Peyser registrations in           Staff-assisted services that are                   Wage Rate
as testing and background checks)                                               EFM;                                             designed to impart job seeking and/or          •   WIA Timeliness of Registrations
 Staff assisted career development The date of application is the          8. Training programs that are about to end and        occupational skills should require
  (working with employer and job- date the individual began the                                                                                                                 •   WIA Timeliness of Exits
                                                                                the customer requires placement assistance       registration.
               seeker)               process of eligibility                                                                                                                     •   WP Entered Employment Rate
                                                                           9. Staffing customer with WIA career coach
 Staff assisted workshops and job determination                                                                                                                                 •   WP Entered Employment Wage Rate
                                                                                using activity print out from EFM                The goal of Florida’s Workforce
                clubs                                                      10. Networking through family, friends, co-           Investment Act Program is to increase          •   WP New Hire Involvement Rate
                                     Until the WIA Career Coach
                                     registers the individual in an             workers, program partners, community and         the employment, retention, and                 •   WP Employer Involvement Rate
                                     activity (Assisted Core) in EFM,           volunteer work conducted by employee.            earnings of participants, increase             •   WP Percentage of Job Openings Filled
                                     the individual is an applicant.                                                             occupational skill attainment by               •   Customer Satisfaction Surveys
                                                                       WIA Career Coach will                                     participants, and, as a result improve
                                     WIA registration is the point at                                                            the quality of the workforce, reduce
                                     which performance                     1. make appointment with customer                     welfare dependency, and enhance the
                                     measurements will begin.              2. makes decision to enroll in WIA                    productivity and competitiveness of the
                                     (Reference: WIA Final Rule, Part      3. determine eligibility ,registers them in WIA (in   nation.
                                     663                                        EFM), and assigns them to Assisted Core
                                                                                Services Activity.
                                     Note: Assisted Core                   4. Enters the services that were provided to the
                                     Customers do not                           customers in Wagner Peyser
                                                                           5. If customer not registered in WIA, return to
                                     necessarily need to be                     referring staff with explanation
                                    placed into this activity
                                    for any specified time.
                                    They may move directly
                                    into Intensive services
                                    the next business day.

                                                                                                                                                                                                                  Page 50
           WHAT                                         WHO, WHEN & WHERE                                                                  WHY                                           HOW
      INTENSIVE                                      (to capture customers & services)                                         (we need to capture                       (does it affect performance)
                                                                                                                              customers & services)
      SERVICES
Definition:                      Customers that are receiving Identification of customers utilizing the One Stop            The goal of Florida’s Workforce           An individual who is registered for
                                 Assisted Core Services and are Center services SUCH AS:                                    Investment Act Program is to increase     WIA services has been determined
Customers that need a more       registered in WIA.                    1. Identification of customers utilizing the         the employment, retention, and            eligible and is counted in
“Hands On” approach to                                                     Resource Room on a continuous basis              earnings of participants, increase        performance.
identifying job seeking or       When there is significant staff       2. After attending workshops & Job Clubs             occupational skill attainment by
occupational skill needs.        involvement     in     terms    of    3. Providing job referrals                           participants, and, as a result improve        •   WIA Adult Employed Workers Outcome
                                 resources or time, individuals        4. After attending programmatic orientations         the quality of the workforce, reduce              Rate
Persons who are unable to obtain receiving the staff-intensive core        (WT,WIA & General)                               welfare dependency, and enhance the           •   WIA Adult Entered Employment Rate
employment through core services services are required to be           5. Attending Job Fairs or Recruiting events          productivity and competitiveness of the       •   WIA Adult Entered Employment Wage
and need more specialized or     registered for the adult and          6. Networking through family, friends, co-           nation.                                           Rate
individual services              dislocated worker programs.               workers, program partners, community and                                                       •   WIA Dislocated Entered Employment
                                                                           volunteer work conducted by employee                                                               Rate
Also available to those that are                                       7. Utilizing referrals from existing customers in                                                  •   WIA Dislocated Entered Employment
employed and need assistance to                                            the program or other center programs                                                               Wage Rate
obtain or retain employment to                                         8. Use long term Wagner Peyser registrations in                                                    •   WIA Timeliness of Registrations
achieve self-sufficiency.                                                  EFM                                                                                            •   WIA Timeliness of Exits
                                                                       9. Utilize training programs that are about to end
                                                                                                                                                                          •   WP Entered Employment Rate
Examples:                                                                  and the customer requires placement
                                                                                                                                                                          •   WP Entered Employment Wage Rate
                                                                           assistance
                                                                                                                                                                          •   WP New Hire Involvement Rate
           Work Experience
                                                                                                                                                                          •   WP Employer Involvement Rate
            Literacy Skills
                                                                                                                                                                          •   WP Percentage of Job Openings Filled
   Comprehensive Assessment
          Diagnostic Testing                                        Assisted Core customers that are                                                                      •   Customer Satisfaction Surveys
        In-Depth Interviewing                                       registered in WIA will need to be placed
   Individual Employment Plans                                      directly into Intensive Services.
       Individual and/or Group
              Counseling
              Job Clubs                                             Enter the services that were provided to
           Career Planning                                          the customers in Wagner Peyser
          Skill Identification
         Case Management
             Job Analysis
       Rehabilitative Services
          Technology Needs
       Self-Assessment Tools
        Adult Education/GED
         Referrals to Training



                                                                                                                                                                                                            Page 51
                 WHAT                                             WHO, WHEN & WHERE                                                    WHY                                         HOW
  TRAINING SERVICES                                            (to capture customers & services)                            (we need to capture                    (does it affect performance)
                                                                                                                           customers & services)

Definition:                                       WIA funding for training is limited to   Training services may be made   The goal of Florida’s Workforce       The accountability measures to be used in
                                                  participants who:                        available to employed and       Investment Act Program is to          documenting competencies acquired by the
Services for those individuals unable to obtain                                            unemployed adults and           increase       the    employment,     participant during training shall be literacy
                                                      •   Are unable to obtain grant       dislocated workers who:         retention,    and    earnings    of   completion      points    and    occupational
or retain employment through core and
                                                          assistance       from other                                      participants,             increase    completion points. Literacy completion points
intensive services.                                                                           Have met the eligibility
                                                          sources to pay the costs of                                      occupational skill attainment by      refers to the academic or workforce readiness
                                                          their training; or                  requirements for intensive
Examples:                                                                                                                  participants, and, as a result        competencies that qualify a person for further
                                                                                              services.
                                                      •   Require assistance beyond                                        improve the quality of the            basic education, vocational education, or for
         On the Job Training (OJT)                        that available under grant          Have received at least one   workforce,       reduce     welfare   employment. Occupational completion points
        Occupational Skills Training                      assistance    from   other          intensive service under §    dependency, and enhance the           refers to the vocational competencies that
    Non-Traditional Employment Training                   sources to pay the costs of         663.240, and                 productivity and competitiveness      qualify a person to enter an occupation that is
          Cooperative Education                           such training                                                    of the nation.                        linked to a vocational program.
                                                                                              Have been determined to
          Private Sector Training                                                             be unable to obtain or
                                                  (Reference: WIA Final Rule, Part                                                                               An individual who is registered for
              Skills Upgrading                                                                retain employment through    Customers that are unable to
                                                  663)                                                                                                           WIA services has been determined
                 Retraining                                                                   such services                obtain grant assistance from
          Entrepreneurial Training                    •   To upgrade customer skills                                                                             eligible and is counted in
                                                                                                                           other sources to pay the costs
              Adult Education                                                                                                                                    performance.
                                                      •   To change certification from                                     of such training, including such
    Employ-Driven Customized Training                                                                                      sources as Welfare-to-Work,
             Distance Learning                            out of state to in state in                                                                                •   WIA Adult Employed Workers
                                                          order to be employable.                                          State-funded training funds,
             On-Line Training                                                                                                                                            Outcome Rate
                                                                                                                           Trade Adjustment Assistance
        Incumbent Worker Training                                                                                          and     Federal    Pell    Grants         •   WIA Adult Entered Employment Rate
         Post-Secondary Training                                                                                           established under title IV of the         •   WIA Adult Entered Employment Wage
                                                                                               Intensive Service                                                         Rate
                                                                                                                           Higher Education Act of 1965,
  Section 663.240-663.310 of the Workforce                                                   customers need to be          or require WIA assistance in              •   WIA Dislocated Entered Employment
     Investment Act differentiates between                                                 placed into Occupational        addition to other sources of                  Rate
   intensive services and training services.                                               Skills Training. Enter the      grant     assistance,   including         •   WIA Dislocated Entered Employment
Short-term, pre-vocational, skill enhancement                                                  services that were          Federal Pell Grants (provisions               Wage Rate
        programs and stand-alone adult                                                                                     relating to fund coordination are         •   WIA Timeliness of Registrations
                                                                                                 provided to the
Ed/GED/ESOL/literacy training are excluded                                                                                 found at § 663.320); and                  •   WIA Timeliness of Exits
 from training services. These programs are                                                  customers in Wagner                                                     •   WP Entered Employment Rate
more appropriately intensive services and are                                                        Peyser.                                                         •   WP Entered Employment Wage Rate
    not to be included on the State Training                                                                                                                         •   WP New Hire Involvement Rate
                  Provider List.
                                                                                                                                                                     •   WP Employer Involvement Rate
                                                                                                                                                                     •   WP Percentage of Job Openings
      (Final Guidance-ITA’s Addendum)
                                                                                                                                                                         Filled
                                                                                                                                                                     •   Customer Satisfaction Surveys



                                                                                                                                                                                                        Page 52
                    WIA INTENSIVE/TRAINING SERVICES SUITABILITY DESK GUIDE

Selection of customers for intensive/training services is based on both need and suitability. While persons may
be fully eligible and in need of intensive services or training, they may not be suitable, pending resolution of an
immediate problem or a personal barrier. Suitability is the assessed ability and the perceived personal
commitment of the customer to attend intensive services or training activities, to successfully complete these
activities, and to acquire and retain employment at or leading to self-sufficiency. Suitability is determined by staff
and the customer during orientations and other activities, where the customer decides if WIA training is right
based on information provided.

Complete the suitability checklist for the applicant you are considering for WIA enrollment by placing an “X” in
either the “Y” or “N” column for each question.

                                     WIA Intensive Services Suitability Factors                                     Y N
     Extensive support (medical, dental, mental health, child care, etc.) is required beyond ability of WIA to
 1
     provide. (These issues should be resolved before WIA enrollment.)
     Needs are more appropriately served by another agency. WIA enrollment may be appropriate later after the
 2
     issues have been sufficiently addressed by other agency.
     Customer is a person whose life is in immediate crisis and cannot fully participate in a WIA service at this
 3
     time. Examples include family problems that will force them to drop out of the program.
     Consistently fails to show for appointments or program services thereby showing lack of interest. If they
 4
     cannot complete pre-enrollment assignments, they will probably not complete training.
     Lacks transportation to attend training or to obtain employment even with assistance. If no viable option,
 5
     and applicant will not move, they will not be successful and should not be enrolled.
     Admits to current, active substance abuse and is not in rehabilitation to overcome this dependency. This
 6
     applicant will not be successful and should probably not be enrolled.
     Customer wants/needs job now without regard to, or the desire for, vocational training. May need only core
 7
     services, unless specialized placement assistance is necessary.
     Considered already sufficiently trained and ready for employment in an occupation with wages equal to or
 8
     better than that which can be gained through WIA Training Services.
     Background check does not support requirements for the training, such as a person with a particular type of
 9
     felony background who wants a job in an area where employers will not hire them.

                                     WIA Training Services Suitability Factors                                      Y N
 1   Training desires cannot be met by WIA, such as a training program not on Targeted Occupations List
     Customer’s financial situation will not allow them to attend training, even with assistance. Non-training
 2
     options may be considered for this applicant.
 3   Customer appears to be unable to allocate sufficient time to WIA Training Services.
 4   Requires or insists on services sooner than can be provided.


 In terms of interpretation of results, there are some items in the suitability scale that may on their own be
 sufficient for staff to conclude that the customer cannot be successful in intensive services or training. For
 example, if they have no transportation, they will likely not be successful in any intensive or training activity. In
 other cases, however, they may have one or two problem areas which may not be limiting to a sufficient
 degree to rule them out as a candidate. The factors mentioned above are meant to be guidelines for staff to
 consider when making a decision on WIA suitability but are not to be considered all-inclusive.


                                                                                                                    Page 53
                             Tampa Bay Workforce Alliance
                          Standard Operating Procedure (SOP)




SOP Number:                         Subject: WIA Tiers of Service
Date of Issuance: 07/01/2010        Revision Date: 6/22/2011
Effective Date: 07/01/2010          Project Director Signature:
Reference:


       PURPOSE

       It is the policy of Tampa Bay Workforce Alliance to have a standard process for
       providing WIA services for WIA adults. Provision of services is to be in accordance with
       federal WIA regulations. Upon determination of eligibility of any WIA Tier services,
       documentation is to be entered and paper documentation complete prior to any intensive
       or training services offered. The hard copy case file and EFM will reflect and verify the
       information.

       The purpose of this local operating procedure is to standardize provision of services for
       WIA Adult customers, as needed to meet all regulatory and contractual requirements.

       PROCEDURE

       BACKGROUND
       The Workforce Investment Act of 2000 initiated a system that is customer focused to
       help job seekers access the tools they need to manage their careers. WIA is focused to
       assist those individual who need assistance beyond unassisted core services. The One-
       Stop system is their source of information and guidance.

       PROCESS

       Core Services-Orientation
        Core orientation may be conducted as a group or on a one on one basis. Orientation
          will discuss the services available.
        After completion of orientation, and the customer has determined that WIA may be
          able to assist in his/her needs, the customer will schedule a One on One
          appointment with Core Career Manager to:
          1. Determine customer wants, needs and suitability
          2. Determine need for job search assistance, assessment workshops or referral(s)
          3. Document in WP case notes




                                                                                                   Page 54
Assisted Core Services
 Customer needs services beyond resource room:
 Candidate attends WIA Orientation and receives a WIA application packet
 Candidate brings back packet with all supporting documentation, WIA career mgr
   reviews documentation.

    1. Enroll into assisted core services
    2. Begin Career Plan in EFM with minimum entries
       a. Barriers to employment
       b. Goals
    3. Document in case notes

Intensive Services
 Customer needs job search assistance, assessment or other intensive service
    1. Change status to intensive services
    2. Document in case notes
    3. Provide or refer to service(s)
    4. Refer to job developer for completion of verified job search
    5. Enter service(s) provided in EFM
 Customer finds suitable job that utilizes current skills and maintains household,
    explain customer choice to utilize additional services
    1. Additional services to obtain better wage
    2. Training for self-sustaining wage
    3. Services subject to funding availability
    4. Enter placement information and service(s) provided in EFM
 Customer exhausts all possible avenues to find suitable employment that utilizes the
    current skills and provides a livable wage or maintenance income
    1. Determine if there is need for training, if yes:
        a. Assign career exploration
        b. Document in case notes
        c. Change status to training
        d. Discuss support services
        e. Enter service(s) provided in EFM
 No services without proof of financial aid first
    1. Require proof of application for financial aid
    2. Require written proof of acceptance or denial
    3. Require proof of type and amount if awarded
    4. Must be used for tuition and books

Training Services
 When customer is determined eligible and suitable for training, select the training
    and verify
    1. Training is on the approved TOL
    2. Training Provider is an approved training vendor
    3. Complete the authorization to pay and copy to file

   Calculate total training costs that include all training related expenses except travel
    and child care, document on budget form:
    1. Tuition
    2. Lab Fees
    3. Certifications/licenses



                                                                                              Page 55
    4. Insurance (Program Related)
    5. Books
    6. Supplies
    7. Equipment/uniforms
    8. Physical exam
    9. Lab Testing
    10. Shots

   Calculate the estimated costs for this program year
    1. Estimated Training Expenses
    2. Estimated Support Services
    3. Total ITA and Support

   ITA Training Expense Worksheet and Budget Form
    1. Create an ITA Training Expense Worksheet and Budget Form for each customer
       who is receiving ITA services
    2. Enter the semester you are enrolling
    3. Maintain form ongoing with expense changes as they occur
       a. If the student receives additional funding through Pell grant, or other sources,
           indicate the amount by which our estimated cost will be reduced for that
           semester.


OVERSIGHT RESPONSIBILITY

WIA Program Mgr, Quality Assurance Manager, Project Director




                                                                                             Page 56

				
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