Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual
(LWIA XV - Local Workforce Investment Area Fifteen)
POLICY AND PROCEDURE MANUAL
114 North Union Street Petersburg, VA 23803
Updated October 2006
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual Table of Contents Section I – Introduction A. B. C. D. E. F. G. H. I. J. Contacts Geographic Area Served Requirements for WIA Adult Program Requirements for WIA Dislocated Worker Program Requirements for WIA Youth Program WIA Performance Measures Requirements for NEG Military Grant (NEXStep) Program NEG Military Grant (NEXStep Program) Requirements for DSS TANF Program DSS TANF Performance Measures
Section II – Administrative A. B. C. D. E. F. G. H. I. EEO/Non-Discrimination Policy Grievance Procedure Discrimination Complaint Procedure Reasonable Accommodation Policy Eligible Training Provider Certification Policy Open Meetings Policy WIB Member Conflict of Interest/Statement of Economic Interest Policy Drug-free Policy Fiscal Policy (See Separate Binder in CRWIG Administrative Offices)
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual
Section III – Monitoring and Oversight A. B. C. D. E. F. Code of Conduct Policy and Procedure Committee Service Policy Treasurer‘s Policy Un-obligated Funds Policy Monitoring Policy Corrective Action Policy
Section IV – Operational A. B. C. D. E. F. G. H. I. J. K. L. M. N. Service Provider Training Policy Priority of Service Policy Self-Sufficiency Policy Case Management Policy Client Assessment Policy Customer Training (ITA) Policy Incumbent Worker Training Policy *(DRAFT)* Customized Training Policy On-the-Job Training Policy Follow-up Service Policy Data Entry Policy Document Retention Policy Supportive Service Policy Dual-Enrollment Policy
Section V – Appendix A. B. VEC WIA Guidelines for Determining WIA Eligibility Acronyms/Definitions
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual SECTION 1 I-A Contacts
Local Workforce Investment Group Contacts: Crater Regional Workforce Investment Group 114 North Union Street Petersburg, VA 23834 804-732-7053 FAX 804-732-6668 www.learntoearn.org Joseph Fleming, Chair 804-530-4308 jflem51367@aol.com lc@learntoearn.org nthomas@learntoearn.org mseward@learntoearn.org admin@learntoearn.org
Levin C. Sullivan, Sr. Executive Director Najmah Thomas, Program & Fiscal Services Michael Seward, Accountant Executive Assistant One-Stop Career Center Network Contacts:
Virginia Workforce Network/Virginia Employment Commission, Tri-Cities 5240 Oaklawn, Blvd. Hopewell, VA 23860 804-541-6548 Toll Free: (866) 270-9184 Marietta M. Salyer, Manager Marietta.Salyer@vec.virginia.gov
Virginia Workforce Network/Virginia Employment Commission, Emporia 1746 East Atlantic Street Emporia, VA 23847 434-634-2362 Toll Free: (866) 634-2326 Louise Tomlinson, Manager VWC/VEC - Petersburg WIA Satellite Office 114 North Union Street, Petersburg, VA 23803 804-862-6155 Toll Free: (866) 270-9183 Etta Morehouse, WIA Regional Coordinator Etta.Morehouse@vec.virginia.gov Vera.Tomlinson@vec.virginia.gov
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual I-B Geographic Region Served – LWIA XV
Commonwealth of Virginia Local Workforce Investment Areas (LWIAs)
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual I-C Requirements for WIA Adult Program:
The Workforce Investment Act (WIA) serves adults age 18 and older. WIA adult programs are designed to meet employer needs by helping job seekers upgrade skills, obtain employment, improve job retention, and increase earnings. WIA adult services include: job search, job referral, and placement assistance; career counseling; labor market information; assessment of skills and needs; individual employment plan development; occupational skills training; skills upgrading and retraining; job readiness training; and adult education and literacy supportive services *See Appendix in Section V for information about eligibility determination for WIA Adult program services. I-D Requirements for WIA DLW Program:
The Workforce Investment Act (WIA) serves dislocated workers. WIA dislocated worker programs are designed to meet employer needs by helping job seekers upgrade skills, obtain employment, improve job retention, and increase earnings. The WIA dislocated worker program offers employment and training programs for eligible workers who are unemployed through no fault of their own or have received an official layoff notice. The program also provides the following specialized reemployment services. Rapid Response: Rapid Response services provide short-term early intervention and immediate assistance wih layoffs and plant closures. Rapid Response provides early intervention assistance designed to transition workers to their next employment as soon as possible. Rapid Reemployment Services: Rapid Reemployment Services (RRS) are geared toward unemployment insurance (UI) claimants identified as likely to exhaust benefits. Claimants are required to participate in reemployment services as a condition of UI eligibility. Claimants who have been prioritized and referred to the Local Workforce Development Boards (Boards) shall be considered to have met the eligibility criteria for dislocated worker services under Category 1, outlined in the Rapid Reemployment Services Desk Reference.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual Trade Adjustment Assistance: The TAA program provides additional benefits for dislocated workers of companies that are directly affected by increased imports or certain shifts of production to other countries. TAA petitions now trigger immediate provisions of Rapid Response and basic adjusted services available under WIA, facilitating coordinated planning and more rapid reemployment. Trade-affected workers receive notification that their Trade petition has been approved. The notification instructs them to contact the local Virginia Employment Commission (VEC) for services. Making contact with the local VEC and providing a copy of the petition approval letter meets the Category 1 eligibility criteria for WIA dislocated workers. *See Appendix in Section V for information about eligibility determination for WIA DLW program services. If you have questions or need assistance with RR, RRS, or TAA, please contact: Dislocated Worker Unit Virginia Employment Commission 703 East Main St., Room 121 Richmond, Virginia 23219 804-786-3037 I-E Requirements for WIA Youth Program: The Workforce Investment Act (WIA) serves two youth participant populations: Older youth, ages 19–21; and Younger youth, ages 14–18 WIA is very specific when addressing youth programs. Local youth programs offer yearround services (not just summer activities) and are designed to: Provide an objective assessment of each youth participant, including a review of academic and occupational skill levels, as well as the service needs of each youth; Develop an individual service strategy for each youth participant, including identifying an age-appropriate career goal; Provide preparation for postsecondary educational opportunities; and Provide linkages between academic and occupational learning.
*WIA Youth Programs are operated by competitively selected independent contractors. A separate youth policy manual is available for Youth Program Contractors.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual I-F WIA Performance Measures:
Performance measures help ensure better services to customers by giving the CRWIG feedback on how the One-Stop Career Center Network for the Crater Region is doing and making sure customers are finding and keeping jobs at good wages. Tracking performance also provides a baseline against which we can track your progress. This is an important basis for continuous improvement. The CRWIG must strive to meet performance goals negotiated with the Commonwealth of Virginia. These are related to performance goals that Virginia has negotiated with the U.S. Department of Labor. If these negotiated goals are not met, both the State and local areas may be subject to sanctions. However, if performance is very good, Virginia and our local area may receive additional funding through incentive grants. PY 2006 Negotiated Level 62.0 71.0 $9,314 41.6 67.0 71.0 $11,138 52.0 58.0 68.0 $1,795 31.6 62.0 48.0 48.0 57 59
Area 15 Crater Performance Measure Adult Entered Employment Rate Adult Retention Rate at 6 months Adult Average Earnings Adult Employment and Credential Rate Dislocated Worker Entered Employment Rate Dislocated Worker Employment Retention Rate at 6 months Dislocated Worker Average Earnings Dislocated Worker Employment and Credential Rate Older Youth Entered Employment Rate Older Youth Employment Retention Rate Older Youth Average Earnings Change in 6 months Older Youth Credential Rate Younger Youth Skill Attainment Rate Younger Youth Diploma or Equivalent Attainment Younger Youth Retention Rate Customer Satisfaction – Employer Customer Satisfaction – Participant
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual *Please see the following pages for a detailed description of each performance measure associated with WIA Programs
Adults Entered Employment Rate Employment Retention Rate Definition Percentage of customers employed soon after exit. Percentage of customers employed several months after exit. Increase in customer earnings after program exit. Timing Requirements for Attainment During 1st quarter after exit. During 3rd quarter after exit. Customer must be working during the 1st, 2nd, and 3rd quarters following program exit. 1) Customer must be employed during 1st quarter after exit; 2) Credential must be attained by the end of the 3rd quarter after exit. Timing Requirements for Attainment During 1st quarter (1-6 mos) after exit. During 3rd quarter (6-12 mos) after exit. Customer must be working during the 1st, 2nd, and 3rd quarters following program exit. 1) Customer must be employed during 1st quarter after exit; 2) Credential must be attained by the end of the 3rd quarter after exit. Exclusions Customers who are employed at the time of registration. Customers not employed in 1st quarter after exit. Customers whose employment in either quarter was verified through supplemental data Customers who do not receive WIA training services.
Average Earnings
Credential Attainment
Customers who: 1) Were employed AND; 2) Received a credential. ** Not employed during the appropriate time period means this measure is not attained. Definition The percentage of customers employed soon after exit. The percentage of Dislocated Worker customers employed several months after exit. Increase in customer earnings after program exit.
Dislocated Workers Entered Employment Rate Employment Retention Rate
Exclusions **Customers employed at registration are NOT excluded. Customers not employed in 1st quarter after exit. Customers whose employment in either quarter was verified through supplemental data Customers who do not receive WIA training services.
Average Earnings
Credential Attainment
Customers who 1) Were employed AND; 2) Received a credential. ** Not employed means this measure is not attained.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual
Younger Youth (14-18 at registration)
Skill Attainment
Definition Percentage of skill goals attained by all in-school youth and out-of-school youth assessed to be in need of basic skills, occupational skills and work readiness skills. *At least one (and a maximum of three) goals must be set each year. **If a customer is assessed basic skills deficient, a basic skill goal must be set. Percentage of customers who attained a secondary school diploma or equivalent during the program or soon after exit.
Timing Requirements for Attainment Exclusions 1) Within 12 months of 1) Out of school youth setting the goal AND; not in need of basic 2) Before customer exits. skills, occupational skills and work readiness skills.
During program participation through 1st quarter (1-6 months) after exit.
Diploma Attainment
Retention
Several months after exit, percentage of customers in any of the following: 1) Post-secondary education; 2) Advanced training; 3) Employment; 4) Military service; 5) Qualified apprenticeships.
During 3rd quarter (6-12 mos) after exit.
1) Youth who already have a diploma or equivalent upon entry into WIA; 2) Youth in secondary school at exit (if these youth receive a diploma during the 1st quarter after exit, the customer receives credit for attaining the measure). 1) Youth in secondary school at exit.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual
Older Youth (19-21 at registration) Timing Requirements for Attainment
Definition
Entered Employment Rate
The percentage of customers who are employed soon after exit.
During 1st quarter (1-6 mos.) after exit.
Employment Retention Rate
The percentage of customers employed several months after exit.
During 3rd quarter (6-12 mos.) after exit.
Earnings Change
Increase in customer preprogram and post-exit earnings
Compares 2nd and 3rd quarters before program registration with 2nd and 3rd quarters after exit.
Exclusions 1) Customers employed at the time of registration. 2) Customers who are not employed but are enrolled in advanced training or postsecondary education in 1st quarter after exit. 1) Customers not employed in 1st quarter after exit. 2) Customers who are not employed but are enrolled in advanced training or postsecondary education in 1st or 3rd quarter after exit. 1) Customers not employed in 1st quarter after exit. 2) Customers whose employment in 1st or 3rd quarter was measured through supplemental data. 3) Customers who are not employed but are enrolled in advanced training or postsecondary education in 1st quarter after exit.
Customers who 1) Were employed or in advanced training or postsecondary education AND Credential Rate 2) Received a credential. ** Not employed or in postsecondary education or advanced training in 1st quarter after exit means this measure is not attained.
1) Credential must be attained during program participation through 3rd quarter (possibly up to 12 months) after exit. 2) Employment or enrollment in activity or postsecondary education during 1st quarter after exit.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual I-G Requirements for NEG Military Grant (NEXStep Program):
NEXStep Training for Transition offers free career counseling and training to eligible military spouses and Department of Defense Civilian Employees. In support of the military family support centers, NEXStep is committed to providing additional employment and training resources to help eligible individuals successfully transition to their next job. Opportunity Inc. in partnership with the Peninsula Workforce Development Consortium and the Crater Region Workforce Investment Board has contracted with Tidewater Community College, Thomas Nelson Community College and the VEC/Virginia Workforce Center, respectively to operate the NEXStep program. *See Appendix in Section V for information about eligibility determination for NEXStep program services.
I-H
NEG Military Grant (NEXStep Program) Performance Measures:
Performance measures help ensure better services to customers by giving the CRWIG feedback on how the One-Stop Career Center Network for the Crater Region is doing and making sure customers are finding and keeping jobs at good wages. Tracking performance also provides a baseline against which we can track your progress. This is an important basis for continuous improvement. The CRWIG must strive to meet performance goals negotiated with Opportunity Inc. These performance goals are similar to the measures for the WIA DLW program that Virginia has negotiated with the U.S. Department of Labor. Dislocated worker wage rate Dislocated worker entered employment rate Dislocated worker employment retention rate Dislocated worker earnings replacement rate Dislocated worker credential rate Dislocated worker satisfaction rate Dislocated worker employer satisfaction rate $12.00 75% 79% 86% 61% 62% 62%
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual I-I Requirements for TANF Learn To Earn Program:
The purpose of the TANF Learn to Earn program is to address the specific employment needs of current and former TANF (Temporary Aid to Needy Families) recipients residing in the Crater Region. The overall goal is to improve the job placement and retention, wages, and job advancement over time for current and former TANF recipients. The program is funded under a grant by the Virginia Department of Social Services. As recipients of public assistance are required by WIA law to receive priority of service, all customers in the program will be dually enrolled in the WIA Adult program as well. The services to be provided under the Learn to Earn project are as follows: I-J Comprehensive assessments, to include work-readiness assessments, basic-skills assessments (Work Keys), and diagnostics evaluations from certified DRS professionals (by referral) to determine specific impairments or issues Development of Individual Service Strategies (ISS) and Individual Employment Plans (IEP) Job-readiness and job skills training; soft-skills and life management skills training Employer outreach, job development and expanding access to better jobs Job placement, On-the-Job Training (OJT), and job placement follow-up for a minimum of 1 year after placement Supportive services, to include child care, transportation, and work-related clothing assistance Occupational skills training assistance
DSS TANF Learn To Earn Program Performance Measures:
Training Related Outcomes
Outcome
A. B. Obtaining a GED Complete Training
VIEW-Exempt
VIEW
Transitional
Total
Planned 0 11 Planned 13 Employment Related Outcomes
Employed 1 Year Average wage
2 5
13 18
Employed 90 Days
Employed 180 Days
# Employed with benefits
28
Employed less than 30 Hours/week
23 12
18
Increased Hours to 30 hours/ week
$8.15 9
# Obtaining wage increase
18
Increased Hours to 40 hours/ week
15
# gaining health benefits
Average increase in wages
# Obtaining promotion
$2.08
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5
3
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual
SECTION II – ADMINISTRATIVE II-A Equal Employment Opportunity & Non-Discrimination Policy
It is the policy of the Crater Regional Workforce Investment Group (CRWIG) to provide equal opportunity in employment to all employees and applicants for employment without regard to race, color, religion, gender, national origin, age, disability, or political affiliation, except where a bona fide occupational qualification must be met. This policy applies to all terms, conditions, and privileges of employment, including: hiring, compensation, benefits, work assignments, evaluations, promotion, transfer, disciplinary actions, educational assistance, training, social and recreational programs; except where a bona fide occupational qualification must be met. In addition to our equal opportunity commitment in employment, CRWIG shall provide equal opportunity in accordance with Title VI of the Civil Rights Act of 1964, Title II of the Americans with Disabilities Act, 29 CFR Part 37, and other pertinent objectives. To that end, no person shall, on the basis of race, color, religion, gender, national origin, age, disability, political affiliation or belief, and for beneficiaries only, citizenship or participation, be excluded from participation in, be denied the benefits of, or otherwise subjected to discrimination in any CRWIG program or activity. Background 1) Title VI and Title VII, Civil Rights Act of 1964 2) Civil Rights Act of 1991 3) 29 CFR Part 37 4) Selection 504 of the Rehabilitation Act 5) Title I and Title II, Americans with Disabilities Act Programs and activities funded by the United States Department of Labor under the Workforce Investment Act (WIA) are subject to federal equal opportunity laws and regulations. The CRWIG, as a recipient of federal funds, is obligated to comply with the nondiscrimination and equal opportunity provisions under the Workforce Investment Act. Section 188 of the WIA describes the prohibition against discrimination on the basis of race, color, religion, gender, national origin, age, disability, political affiliation or belief, and for beneficiaries only, citizenship and participation in WIA programs. 14
Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual
The Governor‘s Executive Order Number Two (98) prohibits employment discrimination on the basis of race, gender, color, national origin, religion, age, or political affiliation, or against otherwise qualified persons with disabilities. The lowering of bona fide job requirements to give preference to any CRWIG employee or applicant for employment is not permitted or required, except where a bona fide occupational qualification must be met. Procedures A. Notification 1. All employees, applicants for employment, and customers should be notified of this policy. a. Customers should be notified of this policy by posting the agency‘s ―Equal Opportunity is the Law‖ posters in all CRWIG offices. b. New employees should be given a copy upon request. c. Current employees should also be given a copy and be informed of changes to the policy. B. Grievances of Violation of WIA and/or other related agreements: Please see Attachment A – Grievance Procedures C. Complaints of Discrimination: Please see Attachment B – Discrimination Complaint Procedure D. Violations Any CRWIG employee found in violation of this policy shall be subject to appropriate disciplinary action.
Agency Right The Crater Regional Workforce Investment Group reserves the right to revise this policy.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual
EEO Policy-Attachment A II-B Grievance Procedures:
Overview: In accordance with VEC Policy 2001 – 01, Processing Grievances and Complaints, the Crater Regional Workforce Investment Group adopts the policy shown below. References: P.L 105-222, Workforce Investment Act, Section 181 (c). Federal Register, August 11, 2000, Part II, Department of Labor, Employment and Training Administration, 20 CFR Part 652 et al., Workforce Investment Act; Final Rules, Part 667.600. Definitions: The following terms, when used in this policy, have the following meanings unless the context clearly states otherwise: Direct Recipient: Any person or government department, agency or establishment that receives WIA funds through a local area in order to carry out WIA programs, but does not include an individual who is a beneficiary of such programs. Grievant: An individual, group or agency that files a formal grievance alleging violation of WIA and/or provisions of a related agreement. Participant: An individual who has been determined to be eligible to participate in and who is receiving services (except follow-up services authorized under the WIA) under a program authorized by the WIA. Participation commences on the first day, following determination of eligibility, on which the individual begins receiving subsidized employment training or other services provided under WIA. Policy Statement: The CRWIG adopts the following for dealing with grievances, which provides for a prompt resolution within 30 calendar days of receipt of the written grievance, and provides opportunity for the grievant to appeal the CRWIG level decision to the Commonwealth of Virginia when he/she is dissatisfied with the local decision or no decision is reached within 30 calendar days. Policy for receipt and disposition of Grievances: The grievance procedures for the CRWIG apply to alleged violations of the requirements of WIA and/or provisions of a related agreement. These grievances may be submitted by participants and other interested parties affected by the CRWIG, including One-Stop Partners and services providers.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual Filing a Grievance: The CRWIG will advise participants to direct grievances to the CRWIG Director, 114 North Union Street, Petersburg, VA 23803; telephone (804) 732-7053. Each grievance must be filed, in writing, within 30 calendar days of the alleged situation and must contain the following information: 1. The name, address, and phone number of the person filing the grievance; 2. The date of the alleged situation and the date the grievance was filed; 3. The identity of the respondent (i.e. the individual or entity against whom the grievance is alleged); 4. A description of the allegations. This description must include enough detail to allow the reviewer to decide whether the allegations, if true, would violate any of the provisions of WIA; and 5. The signature of the person filing the grievance. Method of Resolution/Disposition of Grievance: Upon receipt of the grievance, the CRWIG will provide written notice to the grievant. This correspondence will be sent within five (5) business days of receipt of the written grievance, and will include the following: 1. 2. 3. 4. A summary of the allegations submitted; The date, time and place of the hearing with the CRWIG Director; A notice that the grievant may be represented by an attorney; and A notice that the grievant may present witnesses and documentary evidence.
Note: The CRWIG will offer the grievant the opportunity for an informal resolution of the grievance. This discussion will occur after review of the documentation and may include a meeting with the grievant and other parties involved prior to the hearing. The CRWIG Director will conduct investigations and provide a resolution within thirty (30) calendar days of receipt of the written grievance. Notice of Final Action: One the investigation is complete and a decision has been reached, a Notice of Final Action will be sent to the grievant. If an informal resolution was reached, the Notice of Final Action will summarize the resolution agreed upon. If no informal resolution was provided, the Notice of Final Action will contain the following information: 1. The reviewer‘s decision and the reasons supporting the decision; 2. A brief description of the investigation process used to reach the decision; 3. A notice that, if dissatisfied with the decision, the grievant may appeal to the Commonwealth of Virginia within 10 business days of receipt of the Notice of Final Action; and 4. A notice that the grievant may seek a remedy authorized under another Federal, State, or local law.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual
Record Keeping: The CRWIG will maintain the following information for at least three years from the date of the resolution of the grievance. 1. 2. 3. 4. 5. 6. The name and address of the grievant; A description of the grievance; The date the grievance was filed; The disposition (final action); The date of disposition of the grievance; and Any other pertinent information.
To the maximum extent possible, the identity of any person who has furnished information relating to, or assisting in, an investigation of a possible violation of the WIA shall be kept confidential. The information may only be used for the purposes of: 1. Record-keeping and reporting; 2. Determining the extent to which an entity is operating WIA-funded programs or activities in a nondiscriminatory manner; or 3. Other use authorized by the nondiscrimination and equal opportunity provisions of the WIA. EEO Policy-Attachment B II-C Discrimination Complaint Procedure: 1. Introduction A. In accordance with the requirements of 29 Code of Federal Regulations Part 37, the procedures that follow are established to provide an opportunity to request and receive consideration of any discrimination complaints relating to services and/or terms and conditions of employment with the Crater Regional Workforce Investment Group (CRWIG) ―Board‖ that are believed to be the result of prohibited discrimination. B. The procedures described below are applicable to a customer, trainee, employee, or applicant for programs, services or employment who believes that s/he has been the victim of illegal discrimination on the basis of race, color, religion, national origin, sex, age, disability, (for beneficiaries only, citizenship and participation), or any other applicable basis in law. These procedures are promulgated for their accessibility, simplicity, speed, and high standards of fairness in seeking redress of perceived injustices. The CRWIG Equal Opportunity Officer (EOO) shall provide assistance to any person at any point in the process. C. Persons who make use of these procedures are entitled to a fair investigation without fear of harassment or retaliation. Retaliation of any kind taken against anyone as a result of that
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual person using or attempting to use these procedures, cooperating in an investigation, or participating in any manner in any activities under these procedures is prohibited and shall be regarded as a separate and distinct grievable matter. D. These complaint procedures are intended to fulfill the requirements of 29, Part 37 of CFR, any other applicable federal or state law(s), regulations, or policies concerning institutional mechanism for the resolution of Equal Opportunity Complaints and to provide a procedure for non-disciplinary personnel decisions in matters of discrimination. 2. Definitions Appropriate Administrator: The administrator having responsibility for the work, service, or application department involved and who is not an accused party or a complainant. This person has responsibility for the Appropriate Individual identified in Step 1. Appropriate Individual: The person with direct responsibility for the work service or academic unit involved, such as the immediate supervisor, customer representative, or advisor. Week days: Excludes Saturday, Sunday and any holiday officially designated by CRWIG policies. 3. The Complaint Procedure A. Step 1: Informal Process Any person having a discrimination complaint and who is eligible to use this procedure is encouraged to bring the complaint to the attention of the Appropriate Individual with direct responsibility for the work, service, or application department involved (i.e., immediate supervisor, customer representative, or advisor), as soon as possible, and not to exceed 180 days, from the date that the person knew or should have known of the alleged discrimination. Upon being notified of the matter, the Appropriate Individual shall notify the EOO at 114 North Union Street, Petersburg, Virginia, telephone (804) 732-7053. The EOO as the recipient of the complaint will either accept the issue for investigation or reject the issue, and give a written reason for each rejection of each issue. If the issue is accepted for investigation, the Appropriate Individual will offer the opportunity for mediation; there shall be a fifteen (15) day period during which the complainant can attempt to resolve the complaint through mediation. Mediation requests will be forwarded to the Human Relations Manager & State EO Officer for WIA. For purposes of this document, a satisfactory resolution is one that is acceptable to the complainant, the Appropriate Administrator, the party or parties complained against (Respondent), and the EOO. The EOO shall assist in implementing the resolution(s). Within ten (10) days after the meeting between the complainant and the Appropriate Individual, the EOO or the Respondent's manager shall send a conclusion letter to the complainant stating the resolution of the complaint.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual B. Step 2: Formal Complaint filed with the EOO If the complainant, the party or parties complained against and the Appropriate Individual are not able to reach a mutually acceptable resolution of the complaint, the complainant may file a written complaint with the EOO. If the complainant chooses not to use STEP 1, then the written complaint should be filed as soon as possible from the time the complainant knew or should have known of the alleged discrimination, and shall not exceed 180 days from that time. The written complaint shall include a full description of the alleged discrimination and the redress sought. The EOO will provide a written notification that acknowledges receipt of the complaint, the right to be represented, and a list of the issues and for each issue, a statement whether it will be accepted for investigation. The EOO shall interview the complainant, conduct an appropriate investigation into the facts surrounding the complaint, and attempt to arrive at a satisfactory resolution as defined above. An appropriate investigation is one that conforms to the CRWIG Equal Opportunity procedures and includes, among other things, notice of the complaint to any party accused of discrimination (Respondent) and an opportunity for any such party to present, and have considered, any relevant information. After completing the investigation or arriving at a satisfactory resolution, the EOO shall prepare a fact-finding report and recommendations to the Appropriate Administrator for corrective action, if necessary. If the fact-finding report illustrates findings that an equal opportunity violation occurred, thirty (30) days shall be allowed for a State level review of the investigation. The Appropriate Administrator or the EOO shall inform the complainant and the Respondent of CRWIG's decision concerning the recommendation(s) contained in the Step 2 report. The EOO shall assist in implementing the action(s) taken in response to the complaint. The EOO shall periodically inform the Appropriate Administrator of the progress in implementing these action(s) and keep one another informed. C. Further Review The EOO will notify the complainant with a written notice of final action that addresses a decision for each issue raised in the complaint and notify the complainant of the right to file with the United States Department of Labor Civil Rights Center. All complainants who are not satisfied with the results of Step 2 have the right to file a complaint with the United States Department of Labor Civil Rights Center within thirty (30) days of the date on which the Notice of Final Action is issued.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual D. Record Keeping The CRWIG will maintain the following information for at least three years from the date of the resolution of the grievance. The name and address of the grievant; 1. 2. 3. 4. 5. A description of the complaint; The date the complaint was filed; The resolution; The date of resolution; and Any other pertinent information.
To the maximum extent possible, the identity of any person who has furnished information relating to, or assisting in, an investigation of a possible violation of the WIA shall be kept confidential. The information may only be used for the purposes of: 1. Record-keeping and reporting; 2. Determining the extent to which an entity is operating WIA-funded programs or activities in a nondiscriminatory manner; or 3. Other use authorized by the nondiscrimination and equal opportunity provisions of the WIA. II-D Reasonable Accommodation Policy: Purpose The purpose of this policy is to implement the requirements of Section 188 of the Workforce Investment Act and the implementing regulations pertaining to the provision of reasonable accommodations, making reasonable modifications to policies, practices, and procedures, and the provision of auxiliary aids and services to qualified individuals with disabilities. More specifically, qualified individuals with disabilities must be provided with a genuine, effective, and meaningful opportunity to participate in and benefit from aid, benefits, services, or training, including core, intensive, training, and support services. This includes the adoption of genuine, effective, and meaningful communication strategies for applicants, participants, and the general public with a wide range of physical, perceptual, communication and cognitive abilities. The objective of the accommodation/modification and auxiliary aids and services requirements is to ensure that the promise of universal access is a reality for all persons interested in participating in programs, projects and activities contracted through the Crater Regional Workforce Investment Group (CRWIG), including persons with disabilities.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual The policies pertaining to reasonable accommodation/reasonable modification/auxiliary aids and services apply to qualified individuals with disabilities in regard to: Registration and orientation Initial screening, assessments, and testing Service delivery, including core, intensive, training, and support services Accommodations should occur on a timely basis. If not reasonable or if filling the request would cause undue hardship, documenting due diligence is required. Reference Regulations implementing Section 188 of WIA (29 CFR 37.8) Regulations implementing Section 504 of the Rehabilitation Act (29 CFR 32.13) Policy With regard to aid, benefits, services, and training, the CRWIG contracted partners will provide reasonable accommodations to qualified individuals with disabilities who are applicants, registrants, or participants unless providing the accommodation would cause undue hardship. The recipient will also make reasonable modifications in policies, practices, and procedures when the modifications are necessary to avoid discrimination on the basis of disability unless making the modifications would fundamentally alter the nature of the service, program, or activity. The need for an accommodation/modification shall not adversely affect the consideration of a qualified individual with a disability for aid, benefits, services, and training. In those situations where a recipient believes that the proposed accommodation/modification would cause undue hardship/fundamental alteration in the nature of the program, the recipient has the burden of proving that the accommodation/modification would result in such undue hardship/fundamental alteration. If an accommodation/modification would result in undue hardship/fundamental alteration, the recipient will take any other action that would not result in undue hardship/fundamental alteration, but would nevertheless ensure that, to the maximum extent possible, individuals with disabilities receive the aid, benefits, services, and training provide by the recipient. If an accommodation would result in undue hardship, the recipient will give the individual with a disability the option of providing the accommodation or paying the portion of the cost that would be considered an undue hardship.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual Examples of Reasonable Accommodations/Modifications: Making existing facilities readily accessible to and usable by individuals with disabilities as outlined in ADA, Restructuring a service or the way in which aid, benefits, services, or training is provided, Modified training schedules within normal hours of operation, Acquisition or modification of equipment or devices, Appropriate adjustment or modifications of examinations, training materials, or policies, The provision of readers or interpreters, and Other similar accommodations/modifications for individuals with disabilities. Recipients are not required to furnish personal services such as assistance in toileting and eating. Complaint Procedure Customers who believe they have been subjected to discrimination under a WIA Title 1finacially assisted program or activity, may file a complaint within 180 days from the date of the alleged violation with the service provider, the local CRWIG EO Officer (WIA Policy 3450), the State EO Officer and/or directly with the Director of Civil Rights Center, U.S Department of Labor (CRC/USDOL). Customers, who believe they have been subjected to discrimination under the Projects with Industry Grant and/or Division of Vocational Rehabilitation programs or activities, may file a complaint at any time with the Client Assistance Program (1-800-544-2121). The CRWIG is an Equal Opportunity employer and provider of employment and training services. Auxiliary aids and services are available upon request to persons with disabilities. TTD 1-800-828-1120. Definitions Auxiliary aids and services: The term "auxiliary aids and services" includes: 1. Qualified interpreters, note takers, transcription services, written materials, telephone handset amplifiers, assistive listening devices, assistive listening systems, telephones compatible with hearing aids, closed caption decoders, open and closed captioning, telecommunications devices for deaf persons (TDDs), videotext displays, or aurally delivered materials available to individuals with hearing impairments; 2. Qualified readers, taped texts, audio recordings, Brailed materials, large print materials, or other effective methods of making visually delivered materials available to individuals with visual impairments;
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual 3. Acquisition or modification of equipment or devices; and 4. Other similar services and actions. Individual with a disability: The term "individual with a disability" means a person who has a disability. The term "disability' means with respect to an individual, a physical or mental impairment which substantially limits one or more major life activities of such individual; a record of such an impairment; or being regarded as having such an impairment. Fundamental alteration: The term "fundamental alteration" means (1) A change in the essential nature of a program or activity, including aid, benefits, services, or training; or (2) A cost that a recipient can demonstrate would result in an undue burden. Factors to be considered in making the determination whether the cost of a modification would result in undue burden are set out in the federal regulations implementing Section 188 of WIA (29 CFR 37.4). Qualified individual with a disability: The term "qualified individual with a disability" means with respect to aid, benefits, services, or training, an individual with a disability who, with or without reasonable accommodation and/or reasonable modification, meets the essential eligibility requirements for the receipt of such aid, benefits, services, or training. Reasonable accommodation: The term "reasonable accommodation" means: (1) Modifications or adjustments to an application/registration process that enables a qualified applicant/registrant with a disability to be considered for the aid, benefits, services, or training that the qualified applicant/registrant desires; Modifications or adjustments that enable a qualified individual with a disability to receive aid, benefits, services, or training equal to that provided to qualified individuals without disabilities. These modifications or adjustments may be made to: The environment where an aid, benefits, services, or training are given or the customary manner in which, or circumstances under which an aid, benefit, service, or training are given; or Modifications or adjustments that enable a qualified individual with a disability to enjoy the same benefits, services, or training as are enjoyed by other similarly situated individuals without disabilities.
(2)
.
(3)
Undue hardship: The term "undue hardship" means, with regard to individuals with disabilities, significant difficulty or expense incurred by a recipient, when considered in light of the factors set out in the regulations implementing Section 188 of WIA (29 CFR 37.4).
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual
II-E
Eligible Training Provider Policy: Background:
The Workforce Investment Act of 1998 (WIA) allows eligible WIA customers to choose training programs from a statewide list of certified training providers. The local boards and state work together to develop and disseminate this list so that customers have the information and confidence to make informed decisions in choosing a training course anywhere in Virginia. Policy: To be certified to receive WIA training vouchers, a training provider* must submit a completed application to their Local Workforce Investment Board (LWIB) for each program of training that leads to a certificate, degree or license. Training providers who submit an application to the CRWIG must be regionally located and/or have their largest customer base located in the Crater Region. For the first year of inclusion on the state list, the applicant must demonstrate that the training program meets the eligibility criteria listed below. The applicant must also submit required information for a consumer reports system that will contain all certified training providers that the Virginia Employment Commission will maintain on the state website. The second stage of the application process requires the collection of first year performance, customer satisfaction and outcomes data. To be certified beyond the first year, the applicant MUST submit this performance information to the LWIB to demonstrate that the applicant can provide effective, relevant, quality training in the state of Virginia. The LWIB will take responsibility for certifying the applicant on an annual basis and passing that information along to the Virginia Employment Commission, which is the designated state agency responsible for developing and maintaining the state list of eligible providers. *All members of the Virginia Community College System and all other accredited Colleges and Universities are waived from this application process. However, these institutions must provided data in regard to WIA customers served. A program of training services is one or more courses or classes that, upon successful completion, leads to a certificate, an associate’s degree, or baccalaureate degree; a competency or skill recognized by employers; or a training regimen that provides individuals with additional skills or competencies.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual Eligibility Requirements
Provider must be a postsecondary educational institution approved to operate in Virginia, whose programs are approved by an accrediting agency that is recognized by the Federal Department of Education as being eligible under Title IV of the Higher Education Act. The provider is an entity that carries out programs registered under the National Apprenticeship Act. The program of training services for which certification is being sought has been recognized by the industry as meeting the standards necessary for approval and accreditation, such as Microsoft Certified Engineer, CISCO Certification, etc. Also, the provider of the program is approved to operate in Virginia under applicable provisions of the Code of Virginia. If a provider cannot meet any of the above criteria, it must demonstrate to the LWIB that the program for which it is seeking certification is germane to local workforce development needs and provides quality training.
NOTE: On-the job training or customized training as defined in WIA Section 101, are not to be processed for inclusion on the statewide training provider list. Local One-Stop operators are responsible for determining whether providers of on-the-job training and/or customized training meet state performance criteria in order to qualify for WIA payments. Pre-vocational skill training such as the development of learning skills, communication skills, interviewing skills, punctuality, personal maintenance skills, professional conduct and stand-alone literacy/basic skills education are to be treated as intensive services under WIA, and not necessarily included in the certification process for training providers.
Application Process The Crater Regional Workforce Investment Group reviews Applications for Certification on a rolling basis. Initial applications that provided all required information will be included on the state-wide list. Re-Certification is done annually. Detailed scheduling information is explained below. Annual Recertification Process All programs that are initially listed on the ETPL must be determined, within 18-24 months of initial listing and annually thereafter, to be eligible to remain on the ETPL. This determination is called ―subsequent eligibility‖. [WIA Section 122(c)(1) and 20 CFR 663.530]. Subsequent eligibility determinations will be made on a quarterly basis beginning with the programs that were determined initially eligible and included on the ETPL. The table below shows the period for determining subsequent eligibility of programs based on the quarter in which they were initially included on the list.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual
Quarter of Initial Listing on ETPL Prior to July 1, 2006 July-September 2006 October-December 2006 January-March 2007 April-June 2007
First Subsequent Eligibility Determination Based on individual documents January-March 2008 April-June 2008 July-September 2008 October-December 2008
Denials, De-listing, and Appeals Denial of Application for Initial Listing: a. The CRWIG may deny eligibility if the application from a provider is not complete or not submitted within required timeframes. The CRWIG must deny eligibility if an applicant fails to meet the minimum criteria for initial or subsequent listing specified in this procedure (refer to Section IV. B. 3) [WIA Section 122(e)(2)]. The CRWIG must deny eligibility if it is determined that the applicant intentionally supplied inaccurate information. [WIA Section 122(f)(1)]. The CRWB may deny eligibility to a provider who has been found to have substantially violated any WIA requirements. [WIA Section 122(f)(2)].
b.
c.
d.
If the CRWIG denies a provider‘s application for listing on the ETPL, the CRWIG must, within 30 days of receipt of the application, inform the provider in writing including the reason(s) for the denial and complete information on the appeal process. De-listing of a Program on the ETPL: a. The CRWIG may de-list a program if the provider fails to provide all the data required for subsequent eligibility determination within the required timeframes. [WIA Section 122(d)(1)]. The CRWIG must de-list a program at any point at which it is determined that the program does not meet the minimum criteria for initial listing specified in this
b.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual procedure (see Section IV.B.3.). For example, a program can be de-listed if its eligibility depended on accreditation, and the accreditation was lost. [WIA Section 122(c)(6)]. c. The CRWIG must de-list a program if, as a result of the subsequent eligibility determination process, the program is found not to have met the minimum levels of performance set by the State. [WIA Section 122(e)(6)]. The CRWIG must de-list a program if it is determined that the applicant intentionally supplied inaccurate information. [WIA Section 122(f)(1)]. The CRWIGD may de-list a program if the provider is found to have substantially violated any WIA requirements. [WIA Section 122(f)(2)].
d.
e.
If the CRWIG de-lists a program from the ETPL, the local board must, within ten days of its decision, inform the provider in writing and include the reason(s) for the denial and complete information on the appeals process.
Penalties: If the CRWIG determines that a provider intentionally supplied inaccurate information for ETPL purposes, the Board shall terminate the eligibility of the provider to receive any funds under WIA Section 133(b) for at least two years. [WIA Section 122(f)(1)]. If the CRWIG determines that an eligible provider substantially violates any WIA requirement, the Board may terminate the eligibility of the provider to receive any funds for a period of time under WIA Section 133(b) or take other such action as the Board deems appropriate. [WIA Section 122(f)(2)]. Appeals to Local Boards [WIA Section 122(g)]: This procedure applies to appeals by training providers to the CRWIG based on the denial of a provider‘s application for initial or subsequent listing on the ETPL or the de-listing of a program already listed on the ETPL. A provider wishing to appeal a decision by the CRWIG must submit an appeal within 30 days of the issuance of the denial notice. The appeal must be in writing and include a statement of the desire to appeal, specification of the program in question, the reason(s) for the appeal (i.e. grounds), and the signature of the appropriate provider official. The first step in the CRWIG appeal process is an informal meeting between the local board staff and the appealing provider. The purpose of this meeting is to forestall the appeal process if there is an easy solution to the dispute. 28
Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual
The second step for appealing providers to have a hearing. The hearing officer shall be an impartial person. The hearing officer shall provide written notice to the concerned parties of the date, time, and place of the hearing at least ten calendar days before the scheduled hearing. Both parties shall have the opportunity to present oral and written testimony under oath; to call and question witnesses; to present oral and written arguments; to request documents relevant to the issues(s), and to be represented. The CRWIG must notify providers of its final decision on an appeal within 60 days of receipt of the appeal. This period includes a hearing, if requested by the provider.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual II-F Open Meetings Policy:
All meetings of Crater Regional Workforce Investment Group (CRWIG) and its units are open to the public and to members of the press. Registration requirements apply. Closed meetings may be held only for the discussion of matters affecting the privacy of individuals or institutions. II-G WIB Member Conflict of Interest/Statement of Economic Interest Policy: Purpose: To clarify local requirements for economic interest disclosure for Board Members. Background: Workforce Investment Act (WIA) PL. 105-220, Section 117 Title 20 Code of Federal Regulations Section 661.307 WIA Code of Virginia Section 9-329 Policy: All Board Members serve a public interest and trust role and have a clear obligation to conduct all affairs in a manner consistent with this concept. All decisions of the Board and Youth Council are to be based on promoting the best interest of the corporation and the public good. All Board Members are subject to the provisions of the State and Local Government Conflict of Interest Act. [Code of Virginia, Title 2.2, Chapter 31] No Board Member has the right to vote on any matter that will directly benefit the Board Member, the organization that such Board Member represents or member of the Board Member‘s immediate family. Immediate family means (1) a spouse and (2) any other person residing in the same household as the member, who is a dependent of the member or of whom the member is a dependent. Dependent means any person, whether or not related by blood or marriage, who receives from the member, or provides to the member, more than one-half of his financial support. Any Board Member who participates in the development of contract specifications or standards is prohibited from receiving any direct financial benefit from any resulting contract.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual Any Board Member who participates in a board decision relating to specific terms of a contract, the determination of specific standards for performance of a contract, the development of Invitations for Bid (IFB) or Requests for Proposals (RFP) or other such bid processes leading to a contract, or any similar decisions is prohibited from receiving any direct financial benefit from any resulting contract. In addition, no corporation, partnership, sole proprietorship, firm, enterprise, franchise, association, trust, foundation or other entity shall receive the contract if it would create a conflict of interest for the Board Member who participated in this manner. If a contract or purchase is made by the Corporation involving its own Board Member or with a conflict of interest, the Corporation shall justify and disclose the terms and conditions of the contract or purchase; and document that the contract or purchase was adequately bid or negotiated and that the terms of the contract or price of the purchase are fair and reasonable. Board Members who are also contractors or subcontractors shall not serve on any committees that deal with oversight of the One Stop/WIA Youth system or allocation of resources that would potentially be allocated to that Board Member‘s program. The existence of a vendor relationship with a Board Member organization does not in itself, constitute a conflict of interest. Contractor means an organization or individual that holds a contract with the Corporation
Subcontractor means an organization or individual that holds a contract with a contractor to the Corporation for the provision of goods or services that directly assists the Contractor in performing their contract with the Corporation.
Vendor means and organization or individual that provides goods or services on an individual purchase basis to the Contractor and is included on the approved Training Providers list established by the Commonwealth and/or the Local WIB. Any Board Member with a potential or actual conflict of interest must disclose that fact to the Corporation as soon as the potential conflict is discovered and, to the extent possible, before the agenda for the meeting involving the matter at issue is prepared. If it should be determined during a meeting that a conflict of interest exists, the Board Member must verbally declare such conflict of interest. Such declaration must be clearly noted in the Minutes. The Board Member must excuse himself or herself from the remainder of the discussion during voting on that item. Each Board Member is responsible for determining whether any potential or actual conflict of interest exists or arises for him or herself during their tenure on the Board of. As a condition of assuming membership on the Board of Directors each Board Member shall file a statement of economic interest with the Corporation. The statement of economic interest must be filed annually in order for a Board Member to maintain membership on the Board of Directors.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual II-H DRUG-FREE POLICY: Purpose: To clarify the substance abuse policy and related procedures and related procedures of the Crater Regional Workforce Investment Group (CRWIG). Background: The CRWIG is firmly committed to the health and safety of our employees, volunteers, students and members. We consider the employee‘s influence of drugs in the workplace to be detrimental to our employees, and customers, and to our continued growth and future success. The CRWIG is committed to maintaining a drug-free workplace and had adopted the following policy on drugs and alcohol. Policy: 1. The possession, use, purchase, sale, manufacture, dispensation, distribution, or being under the influence of illegal or unauthorized drugs during work time or on CRWIG property (including parking lots) or at any time or place during the workday (including breaks and meal periods) or in a CRWIG vehicle at any time is strictly prohibited. Employees who violate this rule will be subject to disciplinary or administrative action, which may include termination. 2. An ―illegal‖ drug is any drug, which is not legally obtainable. An ―unauthorized‖ drug is any drug other than alcohol which may be legally obtainable, but for which the employee or volunteer has no legal prescription, or is using in a manner other than as prescribed by the employee‘s/volunteer‘s physician, or (in the case of over-the –counter medications) other than in accordance with applicable directions. Illegal involvement with drugs also includes violation of any applicable federal, state, or local or criminal drug status or ordinance. Any such violations will subject the offending employee or volunteer to the same disciplinary or administrative action as set forth above. 3. Employees, who use alcoholic beverages on CRWIG property, or report or return to work under the influence of alcohol, will be subject to disciplinary or administrative action up to and including termination as set forth above. 4. Employees‘ offices, desks, and lockers, company vehicles, privately owned vehicles on company property, and work sites are subject to searches by management by for illegal drugs or other evidence of violations of this policy.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual 5. Adherence to this drug and alcohol policy is a condition of employment for all employees and a condition of participation for all volunteers and customers. All employees, volunteers and customers will be required to sign the attached Acknowledgment Form. (See Appendix A). 6. All employees are responsible for enforcing CRWIG policies. Illegal involvement with drugs, whether on or off duty, impairs the ability to enforce these policies. Criminal drug status conviction for a violation arising of conduct on or off duty by such employees may result in termination. A. DRUG TESTING
Employee Testing General Employee testing requirements apply to everyone, including supervisors and managers. Reasonable Cause Testing Employees will be tested at the direction of management where the CRWIG believes there are reasonable grounds to suspect that an employee is under the influence of drugs or alcohol in violation of this policy. Refusal to Cooperate with Testing Any employee who refuses to be tested will be removed from the workforce and will be subject to disciplinary action up to and including discharge. At the time of sample collection, employees will be asked to sign a Consent Form (See Appendix B) authorizing routine sample collection, laboratory testing and medical review of test results. Refusal to sign the consent form will be treated as a refusal to be tested and will result in disciplinary action up to and including discharge. As well, any employee who attempts to alter or tamper with a sample or any other part of the collection or testing process will be subject to disciplinary action up to and including discharge. The CRWIG may, in its discretion, remove the employee form the workforce until the test results are received. 3. 2. 1.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual EMPLOYEE’S, VOLUNTEER’S AND STUDENT’S DRUG AND ALCHOL POLICY ACKNOWLEDGEMENT FORM
I, __________________________________, have read and been given a copy of the Crater Regional Workforce Investment Group (CRWIG) policy on drugs and alcohol. I understand that I am subject to its provisions, and to any changes that may be made in the policy and including termination of employment or revocation of permission to serve as a CRWIG volunteer/student intern. I understand that under the terms of the policy, I will be subject to drug testing. I agree that if requested, I will submit to such testing, and that may refusal to comply with such a request or a positive test result, will subject me to disciplinary action up to and including termination of employment or revocation of permission to serve as student intern.
Signed: _________________________________
Date: ___________________________
Witness: _________________________
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual
EMPLOYEE’S, VOLUNTEER’S AND STUDENT’S DRUG SCREENING TEST CONSENT FORM
I, _________________________________, understand that I have been requested to provide a urine sample for screening to determine the presence of drugs in my system. I hereby give my consent to the Crater Regional Workforce Investment Group (CRWIG) and any collection site and laboratory that the CRWIG may designate, to collect and test my urine sample for drugs. I authorize the collection site and laboratory to release the results of the tests to the CRWIG and any medical review officer the CRWIG may designate. I understand that if the test results are positive, I will be subject to disciplinary action up to and including discharge or revocation of permission to serve as a CRWIG volunteer.
Signed: ________________________________
Date: ____________________________
Witness: __________________________
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual
II-I
Fiscal Policy (See Separate Binder in CRWIG Administrative Office):
SECTION III – MONITORING AND OVERSIGHT III-A Code of Conduct Policy Background The Crater Regional Workforce Investment Group (CRWIG) must assure and certify that in administering programs under federal and state law, it will fully comply with the Workforce Investment Act of 1998, the Wagner-Peyser Act of 1933, all regulations promulgated there under, and all other applicable laws or regulations. The federal and state regulations, specifically in the areas of financial management and procurement, set forth high standards to be met as detailed in SIN 39-00 ―WIA Procurement Activities Guidelines‖ and Issuance 11.2.10 ―Financial Management Guide‖ in the use of WIA funds. Policy Prevention of Fraud and Abuse. Fraud, under this policy, refers to the intentional misrepresentation or distortion of factual data or other information in order to obtain an illicit benefit and/or to attempt to conceal such illegal activity. Abuse, under this policy, refers to the intentional misuse of program funds and services. 1) The CRWIG, its agents and contractors shall establish, maintain, and use internal management procedures for activities funded in whole or in part under the WIA program. 2) In addition to the requirements imposed elsewhere in this policy, the CRWIG, its agents and contractors shall insure that sufficient, auditable and otherwise adequate records be maintained to support the expenditures of all funds received through the WIA program. Such records shall be sufficient to allow the United States Department of Labor (USDOL), the Virginia Employment Commission (VEC) and CRWIG, its agents to audit and monitor the CRWIG, its agents and contractors, and shall include the maintenance of financial and participant data systems in accordance with WIA and applicable federal, state and CRWIG regulations attendant to procurement, audit record keeping, reporting and related requirements. 3) The CRWIG, its agents and contractors shall establish and conduct its own monitoring and control systems sufficient to insure compliance with the Act, applicable federal, state and CRWIG laws, regulations, policies and procedures pertaining to financial and participant records management, procurement and reporting requirements.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual
4) The USDOL, VEC or CRWIG will periodically monitor the CRWIG, its agents and contractors activities. Monitoring activities may include management (data) and onsite reviews of all program activities. The USDOL, VEC or CRWIG reserves the right to request and review all pertinent records/data, observe program activities, interview CRWIG board members, its agents and contractors staff, program participants, review training and worksites, and conduct related monitoring functions to ensure compliance with all sub-grant provisions and program requirements. 5) The CRWIG, its agents and contractors shall notify the VEC and the CRWIG in writing of any suspected fraud, abuse, and/or misapplication of WIA funds upon discovery of such. Conflict of Interest. For the purpose of this subsection, a Conflict of Interest refers to the act of an individual person (employed or funded through WIA funds or serving on a WIA board) exercising personal pecuniary interest into decisions relating to policy, agreements, contracts, or sub-grants in which that individual, a business associate, family member or other personal acquaintance will financially benefit or which has the appearance or perception of a conflict of interest. 1) The CRWIG, its agents and contractors shall assure that organizational conflict of interest and/or the appearance of a conflict of interest shall not occur in awarding financial assistance and in the conduct of any procurement activities under this agreement. 2) Employees of the CRWIG, its agents and contractors, members of the entity‘s governing board or body, or any person exercising any function or responsibility in the review or approval of the implementation or carrying out of this WIA program, shall not participate in any decision relating to the action which affects their personal pecuniary interest, or the a pecuniary interest of a business associate or other personal acquaintance. 3) The CRWIG, its agents and contractors shall assure that funds received under the WIA program shall not be used for hiring/paying any nongovernmental individual, institution or organization to conduct an evaluation of any program under the program if such individual, institution, or organization is associated with that program as a consultant or technical advisor. 4) The CRWIG, its agents and contractors agree that they or its employees or officers has a financial interest and shall not acquire any interest, direct or indirect, that might conflict in any manner or degree with the performance of any activities/functions required under the WIA program. The CRWIG, its agents and contractors also agree that in such performance under the WIA program, no person having such interest 37
Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual shall be employed. The CRWIG, its agents and contractors shall establish safeguards to prevent its officers, staff members, subcontractors, or employees from using their positions for purposes that appear to be motivated by desire for private gain for themselves or others, particularly those with whom they have family, business or other ties. The CRWIG, its agents and contractors shall assure its entire staff and other subcontractors comply with this section as a condition of being a WIA official or contractor. 5) Officers and Chairpersons of Committees. For purposes of this policy all officers and chairpersons of committees shall not have any contractual relationship with the CRWIG. The CRWIG shall not enter into any procurement contract for services, construction or items of personal tangible property with a Board member or with a business in which the Board member has an interest unless the Board member has disclosed their interest and unless the contract is awarded in accordance with the competitive bidding or proposal provisions of the Procurement Code and CRWIG policy. 6) Should a conflict of interest or potential conflict of interest arise, the CRWIG Board member, staff or other individual shall notify the CRWIG Board at its next regular board meeting. The board shall adopt a written procedure to deal with such matters. Nepotism: For purposes of this policy, Nepotism refers to the bestowing of special favors or showing of favoritism to a relative (wife, father, husband, mother, son, daughter, grandparent, brother, sister, aunt, uncle, niece, nephew, step child and in-law) by providing benefits or giving an appointive position on the basis of such relationship. The CRWIG, its agents and contractors assures that it will adhere to applicable funding authority rules or policies prohibiting nepotism or appearance of nepotism in the awarding of WIA funds, and in its sub-granting or contracting practices. Child Labor: The CRWIG, its agents and contractors shall comply with applicable federal, state and local Child Labor laws. Bribes, Gratuities, and Kickbacks: Officials, employees, or agents of the CRWIG and contractors are prohibited from soliciting or accepting gratuities, favors, or anything of monetary value from any actual or potential recipient or supplier. The Virginia State Procurement Code imposes civil and misdemeanor criminal penalties for its violation. In addition, the Virginia criminal statutes impose felony penalties for bribes, gratuities and kick-backs. Political Activity: The conduct of an activity for any political reason while an individual is employed by or is participating in WIA program, and the selection or reward for political service or patronage that is partisan or nonpartisan in nature is prohibited by this policy. The CRWIG, its agents and contractors shall comply with all prohibitions on political activity as
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual specified under any applicable VEC and CRWIG policies. 1) The practice of selecting or advancing employees as a reward for political service or patronage, or advancing/selecting in employment based on a person‘s political affiliation or beliefs is discriminatory and is prohibited. This prohibition also applies to the selection and referral of WIA applicants and participants for employment and training activities or services. This prohibition is extended but not limited to the following situations: a) Participant or employee participation in partisan or nonpartisan political activities during work hours; b) Participant or employee participation in partisan or nonpartisan political activities in which such participant or employee represents himself/herself as a spokesperson for a WIA program; c) Employing or out-stationing participants in offices of political officials including the offices of Congresspersons, state legislators, legislative committees or staffs for the purpose of conducting political activities including campaigning on behalf of such officials; and d) Employing or out-stationing participant(s) in the offices of any elected executive officers, chief elected officers, or officers of a state or unit of general local government, for the purpose of conducting political activities including campaigning on behalf of such officials. 2) Officers, board members or personnel employed in the administration of a WIA funded program shall not engage, in any manner, in the conduct of any political activities prohibited under the Hatch Act, nor shall WIA funds be used for such purposes. 3) Funds provided under the WIA shall not be used to attempt to influence in any manner, a member of Congress to favor or oppose any legislation or appropriation by Congress, or for lobbying with a state or local legislature. The CRWIG, its agents and contractors must provide to the VEC, or applicable funding authority, a USDOL Lobbying Disclosure Certification. Unionization/Anti-Unionization Activities. The CRWIG, its agents and contractors is prohibited from any promotion of, or involvement in, unionization or antiunionization activities. Specifically: 1) Funds administered under the WIA program may not be used in any way to either promote or oppose unionization;
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual 2) Individuals will not be required to join/become members of a union as a condition for enrollment in a program funded under the WIA program; and 3) Participants may not be placed or remain working in any position affected in labor disputes involving a work stoppage. Criminal Provision: This provision pertains to the theft, embezzlement from WIA funds, improper inducement and obstruction of investigations. The CRWIG, its agents and contractors shall be aware of and held accountable for complying with any applicable state statutes. III-B Committee Service Policy Background Work and accomplishments of the Crater Regional Workforce Investment Group (CRWIG) are initiated at the Committee level. Because of this, it is important that all Board members be involved with Committee meetings and dedicated to their charge as a member. It is at the committee meetings that ideas and policies originate. Procedure Members choose the Committee of their choice; if a decision is not made, the CRWIG Chair will appoint said member to a Committee. CRWIG Chair appoints Committee Chairs. Members regularly attend meetings as scheduled by the Committee Chair. Members are engaged and involved in meetings to include: planning, development, and implementation of improvements and/or changes for the CRWIG and the Crater Region. Members make time to develop recommendations for the Executive committee, Full Board, Youth Council or Executive Director to consider. Members can charge the Administrative/Fiscal Entity with development of recommended policies for consideration.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual III-C Treasurer’s Policy Background: CRWIG‘s full Board and Executive Committee meet periodically to establish and set forth program and fiscal policy. The Administrative Entity/Fiscal Agency (AE/FA) is required to implement and enforce fiscal policies. On an annual basis the AE/FA prepares a budget recommendation to CRWIG based on the allotments received from the State. Upon approval of that budget, the AE/FA formally notifies the service providers of their authorized budget for the upcoming year. Subsequent to the CRWIG approving a program year budget, the AE/FA reconciles the prior year books as of June 30th. Upon completing the reconciliation the AE/FA will prepare an amendment to the annual budget incorporating the prior year unexpended balance that will be available for expenditure in the new funding year. During the year, many budget adjustments— large and small--are made based on the rate of expenditures by the providers. Policy: In order to allow for immediate adjustments and provide for continuity of service, the AE/FA is authorized to increase/decrease a budgeted line item up to twenty-five (25%), within a funding stream, with approval of the CRWIG Treasurer. This action allows the AE/FA to administer the program on an on-going basis and respond to changes in the employer and/or client base and the resulting services that must be provided. All internal budget adjustments will be reflected on the next regularly scheduled expenditure report presented to the Executive Committee and full Board.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual III-D Un-Obligated Funds Policy Background This policy is to establish guidelines to be used when un-obligated funds are available and describe the method to obligate said funds to facilitate meaningful services to the customers of the Workforce Investment Act (WIA) Programs. The Crater Regional Workforce Investment Group, Inc. (CRWIG) receives an annual allotment of funds from the Virginia Employment Commission (VEC) for the purpose of implementing the Workforce Investment Act in Workforce Investment Area XV. The CRWIG awards contracts, on a competitive basis, to various organizations by utilizing a Request for Proposal (RFP) method of procurement or consortium agreement. Contract award amounts are established by jurisdiction based on a formula provided by the United States Department of Labor. The CRWIG has a vision to build a workforce development system around the OneStop Career Center model. Therefore, all contracts for services funded by the CRWIG must demonstrate collaboration with the One-Stop Center in the various geographic area(s). Memorandums of Understanding (MOU) and other agreements between the respective OneStop Center and the contractor demonstrate such collaborations. The CRWIG recognizes that the One-Stop Centers can not be expected to deliver 100% of the needed services. A system of linked providers that are collaborating to the same workforce development goals should be encouraged. There will be geographic areas, traditionally underserved populations, and unanticipated service needs that may arise that required coordination between the various One-Stop Centers and other providers. With well planned and carefully coordinated use of un-obligated funds, the CRWIG will create an opportunity to develop a more comprehensive workforce development system. Policy Un-obligated funds will be utilized in the following prioritized manner: The Executive Director will have the authority to modify any existing contract by increasing that contract by not more than twenty-five per cent of each funding source for said agreements (i.e. Adult, Dislocated Worker, Youth) and cannot exceed a total of $50,000.00. All such modifications must be in writing and must have a documented statement of need from the contractor. The CRWIG may direct staff to develop new Request for Proposals (RFP S) in order to procure contracts for new and needed services. After review and ranking by a
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual panel of objective reviewers, the Performance and Accountability Committee will further review the results of the panel and make recommendations to the full Board. Unsolicited proposals may be accepted or returned to the proposer with instructions and information regarding possible Request for Proposals (RFP S) by CRWIG staff. Accepted unsolicited proposals will be reviewed by the CRWIG staff and forwarded to the Performance and Accountability Committee for further review and recommendation to the full WIB for approval or rejection. Unsolicited proposals that are returned to the proposer may be used as a basis for establishing a RFP for expanded services. All unsolicited proposals must address a needed service and must contain a documented statement of need.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual III-E Monitoring Policy Background The Workforce Investment Act requires the monitoring and review of recipients and subrecipients of all grants awarded and funds expended under WIA Title I to determine compliance with the Act and the WIA regulations. Monitoring will support Section 107 and the administrative requirements of 29 CFR, Part 95 and 97. Policy Service providers shall maintain the integrity of the data entered in the state's automated client data system by following each of the requirements for the use of the electronic data management system to generate current and accurate customer information. The CRWIG Administrative Entity program administrators will ensure that the WIA program complies with federal regulations by: Developing a Workforce Investment Act, Title 1 Monitoring Tool Providing on-site monitoring of One-Stop Centers, Eligible Training Providers and Youth Services on an annual basis Ensuring that identified findings are reported to the contractors so that appropriate corrective action may be taken to secure compliance Depending on the severity of the findings, providing a 60-day resolution to address findings and receive corrective measures from providers. An extension request for corrective action may be granted and is limited to one month in duration. Should the CRWIG agree with resolution, staff will notify the provider in writing. If the CRWIG Administrative Entity disagrees with the handling of the situation the matter is handled under the processes identified in section 667.510 of WIA
Findings that result in disallowed costs will require the initiation of an audit resolution to begin debt collection and appeal procedures consistent with the Single Audit Act of 1996 and OMB Circular A-133 and the Grant Officer provisions of Sub-section 667.510. Procedure Providers shall monitor data on a regular basis. A random sample of all client data shall be performed on a monthly basis. Providers shall perform a monthly monitoring on all OneStop Center client files, and will conduct a 100% file review annually. CRWIG Board staff will conduct monitoring at regular intervals, notifying the provider at least two weeks in advance of monitoring visits. CRWIG monitor and review:
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual Meeting of Performance Measures Compliance with Non-discrimination and Equal Opportunity Section 188 requirements described earlier in this manual WIA Activities of providers, including review of participant files and including eligibility, file content, service delivery, individualized plans for employment determination and fiscal issues associated with services
CRWIG is responsible for developing the monitoring tool, which shall be provided to the service providers in advance of the review and may be revised by CRWIG as needed.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual III-F Corrective Action Policy: Background: The corrective action and technical assistance plan gives the Crater Regional Workforce Investment Group (CRWIG) service providers the opportunity to identify and request technical assistance needed to improve performance. Section 666.420 of the Workforce Investment Act requires sanctions for poor performance. Policy: CRWIG service providers shall submit corrective action plans to the CRWIG Administrative Entity within 20 days following the receipt of their annual performance outcomes. The corrective action plan shall address performance measures that fall below 80% of the negotiated level. Until and unless changed by Federal, state or local rule, the following apply to each performance measure: Exceed Performance is a performance result that is 101% or higher of a negotiated performance level Meets Performance is a performance result between 80% and 100% of a negotiated performance level Fails Performance is a performance result that is less than 80% of a negotiated performance level.
It is the responsibility of the service providers to Federal and state changes to measures. Following receipt of a service provider‘s corrective action plan, CRWIG will submit that plan to the State Administrative Entity within 10 days. Performance measures are described earlier in this Manual. Procedure: If a service provider fails to meet one or more negotiated performance levels in a single program year beginning with PY 2006 (July 1, 2006 through June 30, 2007), CRWIG is not eligible to receive incentive funds in those categories for which the outcome was not met. A corrective action plan is required. If CRWIG fails to meet one or more measures in the same category for two consecutive program years, beginning with PY 2006, CRWIG is precluded from receiving incentive funds for each category for the two program years in which the performance outcomes were not met. A corrective action plan is required.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual CRWIG‘s corrective action and technical assistance plan shall include, at a minimum, the following: A list of the performance measure(s) for which CRWIG failed to achieve at least 80 percent and the actual percentage achieved for each A detailed explanation and analysis of why CRWIG failed to achieve the minimum 80 percent level A description of the corrective action to be taken and the timeline for such actions to ensure that the minimum 80 percent performance will be achieved in subsequent program years Identification and request of technical assistance needed to ensure successful performance, to include the source and type of assistance A monitoring plan and timelines
CRWIG‘s corrective action and technical assistance plan for Year Two shall include all of the above as well as an analysis of why the corrective action and technical assistance plan for Year One was unsuccessful. CRWIG may apply to the State Administrative Entity for technical assistance funds for failure to meet performance measures but such funds may not be provided for administrative costs, staff salaries or benefits, out-of-state travel, meals or refreshments, capital equipment purchases, including computers or other equipment.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual SECTION IV – OPERATIONAL IV-A Service Provider Training Policy: Background: The CRWIG is charged with directing and controlling the programmatic affairs of the WIA program in LWIA XV. Training may be needed to conduct the WIA program successfully and effectively. Training is available from the state Workforce Investment Act unit and the CRWIG staff at the local level, and from other workforce investment training entities as deemed appropriate.
Policy: When training is needed, the Youth and/or Adult provider will request the training through the CRWIG. Adult and youth program service providers will be responsible for requesting training on all WIA-related elements from the Federal and national offices, the Workforce Investment Act Unit training and Development and/or locally-sponsored training. Trainings may consist of, but are not limited to: Case Management Training Performance Measures Training Ten Elements Training for Youth OJT Training Intensive Services Training File Format Training Billing Procedure Training Work Experience Training Eligibility Training Follow-up Training Exit Training VWNIS Data Management Training
Applicability: The protocol for requesting training and all requests shall be made through the WIA Coordinator.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual IV-. Priority of Service Policy: Background: Section 663.600(b) of the WIA regulations states that, ―Since funding is generally limited, State and local Areas must establish criteria by which local areas can determine the availability of funds and the process by which priority will be applied.‖ This Priority of Service Policy transmits guidance for enrolling unemployed adults in the WIA Adult program. Policy: The CRWIG has determined that funds in LWIA XV are limited therefore, this policy takes effect immediately. Case Managers shall use the Poverty Guidelines or the 70% LLSIL (Lower Living Standard Income Level) table to enroll unemployed adult customers in the WIA Adult program. Also, services must be prioritized for recipients of public assistance and other low-income unemployed adults as set forth in Section 101(25) of the Workforce Investment Act. In accordance with State policy, any One-Stop receiving Wagner-Peyser funds will provide veterans with priority employment and training services in accordance with US Code Title 38, Chapters 41, 42 and 20 CFR 1001.120(a)(b). Disabled veterans and Vietnam veterans will receive preference over non-Veterans in the provision of employment and training services.
Applicability: All CRWIG service providers. Effective August 22, 2006.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual IV-C Self-Sufficiency Policy: Background: WIA requires a pre-condition of self-sufficiency for employed adults who need Intensive or Training services to obtain or retain employment. The Federal regulation provides maximum flexibility to Local Workforce Investment Boards to set the self-sufficiency standard for each area. Section 663.220 outlines criteria the local board must use to establish criteria for determining ―self-sufficiency.‖ At a minimum, criteria must provide that self-sufficiency employment pay at least the Lower Living Standard Income Level (LLSIL), as defined in WIA section 101(24). Policy: The CRWIG has set the self-sufficiency standard for employed individuals participating in the WIA Adult program at 150 percent of the (LLSIL).
Applicability: All CRWIG service providers. Effective August 22, 2006.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual
IV-D Case Management Policy Background: Section 101 of the Workforce Investment Act defines Case Management as: ―the provision of a client-centered approach in the delivery of services designed (A) to prepare and coordinate comprehensive employment plans, such as service strategies, for participants to ensure access to necessary workforce investment activities and supportive services; and (B) to provide job and career counseling during program participation and after job placement.‖ Policy: Case Management is designed to assist the individual in retaining their current employment by obtaining additional skills, securing employment with increased hours, pay and/or benefits and acquiring educational training as it relates to the individuals needs. Case Management is also intended to help the participant make necessary adjustments in order to obtain employment and be successful. CRWIG service providers shall provide, at a minimum, the following case management elements: Intake and Registration Orientation Assessment and evaluation of the clients needs (to include career interest assessments) Development of an Individual Employment (IEP) or Individual Service Strategy (ISS)
Service provider staff members are responsible for using this information to implement the plan, advocate and provide linkages to community resources, follow up and monitor the plan, evaluate the effectiveness of the case management strategy and making adjustments to the case management strategy. Applicability: All CRIWG service providers.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual IV-E Client Assessment Policy: Background: Adult and Dislocated Workers – Title I funds are to be used to provide core services to individuals who are adults or dislocated workers through the one-stop delivery systems which at minimum must also include an initial assessment of skill levels, aptitudes, abilities, and supportive service needs. Under Section 134 (d) (3) (C), eligible adults and dislocated workers who are unable to obtain employment through core services may be provided intensive services which must include, as the first intensive service, a comprehensive and specialized assessment of participant skill levels and service needs. Additionally, training services consistent with 134 (d) (4) (A) (ii) shall be provided to adults and dislocated workers who after an interview, evaluation, or assessment, and case management, have been determined by the one-stop operator, as appropriate, to be in need of training services and to have the skills and qualifications to successfully participate in the selected program of training services. Youth - Section 129(b)(2)(c)(1)(A) requires that an objective assessment of the academic levels, skill levels, and service needs of each participant be developed. Such assessment must include a review of basic skills, occupational skills, prior work experience, employability, interests, aptitudes (including interests and aptitudes for nontraditional jobs), supportive service needs, and developmental needs of the participant. Policy: Service providers shall be responsible for having staff trained in eligibility and assessment. Staff will conduct evaluation of participant's barriers, taking into account the following at a minimum: family situation work history education occupational skills career interests vocational aptitudes (including those relating to non-traditional occupations) attitude toward work motivation behavior patterns affecting employment potential financial resources and needs support services needs personal employment information relating to local labor market shortages/demands and other related information required to prepare the participant to obtain meaningful employment 52
Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual
Assessment shall be a client-centered diagnostic evaluation of the individual. For youth, assessment content must identify the following at a minimum: basic skills and academic levels supportive service needs occupational skills prior work experience work/career interests and aptitudes (including interests and aptitudes for nontraditional jobs) developmental needs
Exception: A new assessment of a youth participant is not required if the service provider determines it is appropriate to use a recent assessment of the participant conducted pursuant to another education or training program. Comprehensive assessment informs development of the Individual Employment Plan (IEP) and the Individual Service Strategy (ISS). Applicability: All CRWIG contracted service providers.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual IV-F Customer ITA (Individual Training Account) Policy: Background: P.L.105-220 Workforce Investment Act (WIA) Virginia Employment Commission (VEC) WIA Policy 00-8 The purpose of training is to provide eligible customers with the means to obtain the necessary training to become gainfully employed or re-employed. This procedure is intended to define and establish parameters for Individual Training Accounts (ITA) development and expenditures. Policy: A WIA-eligible registrant is enrolled in a training program if the Individual Employment Plan (IEP) or Individual Service Strategy (ISS) supports that the training is necessary to transition the participant into the workforce. The training must support the stated purpose of WIA and be in accordance with the description of training as contained in the Act. Whenever feasible, training vendors will be requested to allow participants to receive credit for required courses when equivalent courses have been completed and can be documented from other training institutions. Additionally, costs associated with CLEP Testing will be treated as a training cost if the testing relates to the curriculum of study. Procedure: 1) Eligibility. All recipients of training funds must be eligible based upon criteria established under the Act. WIA requires the coordination of training costs with funds available under other grant assistance {Section 134(d)(4)(B)}. WIA funding for training is limited to participants who are unable to obtain grant assistance from other sources, including PELL Grants, to pay the costs of their training or require assistance beyond that available under grant assistance from other sources, including PELL Grants, to pay the costs of such training. To avoid duplicate payment of costs when an individual is eligible for both WIA and other assistance, including a PELL Grant, case managers shall consider all available sources of funds, excluding loans in determining an individual‘s overall need for WIA funds. Individuals must maintain an active application status for PELL assistance. The exact mix of funds shall be determined based on the availability of funding for either training costs or supportive services, with the goal of ensuring that the costs of the training program the participant selects are fully paid, and that necessary supportive services are available so that the training can be completed successfully. 2) Occupational Areas of Training. The training provided by ITAs is for the sole purpose of facilitating transition into the workforce. All training should be for occupations that are in demand in the labor market, in accordance with the latest CRWIG Demand Plan. To assist in the 54
Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual approval of ITA requests, the Virginia Employment Commission provides a relevant database for identifying appropriate areas of training. All training must be supported by local labor market data that is furnished by the Virginia Employment Commission, or other appropriate source. NOTE: Special training requests may be considered. Participants requesting training in areas that are not supported by local labor market data, but whose Individual Employment Plan supports pursuit of such training must meet one of the following conditions: a) Training may be provided in other areas if the participant is planning to relocate to a geographic location where the occupation is in demand; b) Training may be provided if documentation from an area employer is provided to support the need for trained personnel in a particular occupation; or c) If a written commitment is provided by an employer to hire the individual upon completion of their training. 3) Training Selection. Training will be accessed through vendors listed on the statewide Eligible Training Provider list, which can be found at http://www.vaworkforce.com/public/traininglist/trainingsearch.asp. 4) Length of Training. Training length will vary according to the type of training and the requirements outlined in the vendor agreement, but cannot exceed more than 24 calendar months without a waiver from the CRWIG administrative office. The CRWIG will not provide funding for courses previously funded but not successfully completed. 5) Individual Training Account Procedure. Training provided to participants can be provided only by approved training vendors from the statewide Eligible Providers of Training Services as certified by the Virginia Workforce Council. All training (with the exception of onthe-job training and customized training) must be secured utilizing the ITA Voucher. All ITAs will be submitted to the training facility financial aid office to obtain documentation of need and information regarding other grants that may be available. 6) Cost Limitation. The local CRWIG limits cost to no more than $4,000 per participant within a twelve-month period, except as approved by the CRWIG Director. All WIA registrants will be made aware of any excess cost of training not covered by the program for which they will be liable. 7) Administration. All requests for ITA funding must be supported in the participant's IEP/ISS. Monthly contact with the participant enrolled in training is required. ITA funding is authorized on a semester/quarterly/module basis. This necessitates that the participant maintains ongoing contact with his/her case manager, and allows for discontinuation of funding for students who are not performing. Students are expected to maintain no less than a cumulative 2.0 grade point average for the year in order to continue to receive WIA funding.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual 8) Waivers. Program operators may request a waiver to any of the above parameters or limitations from the CRWIG D Director.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual IV G. Incumbent worker Training Policy
*(DRAFT)* Background: Section 665.200-220 of the Federal Register outlines the use of local funds for certain Statewide activities for Adults and Dislocated Workers. Virginia requested a waiver to allow local workforce investment boards, upon request and approval by the Governor, to designate up to 25% of their local adult and dislocated worker allocation to carry out IWT (Incumbent Worker Training) activities at the local level. The waiver was subsequently approved on August 3, 2005 by the U.S. Department of Labor Employment and Training Administration. This waiver removes the current provision that allows only Statewide funds to be used for incumbent worker training. On December 6, 2005 the Virginia Workforce Council adopted Revision #1 to Policy 02-04 to integrate the waiver provisions into the Existing Worker Strategy policy. Incumbent Worker definition: An Incumbent Worker (IW) is a worker who is; currently on the payroll of the applicant employer; 18 years old and above; legally authorized to work in the United States; and has complied with Selective Service provisions. Policy:
IVH
Customized Training Policy: Background:
The Workforce Investment Act of 1998 provides for the local Workforce Development Boards to establish policies and procedures for customized and incumbent worker training. According to 20 CFR Part 652 and 663.720; WIA Interim Final Rule, customized training is allowable for eligible employed individuals. Policy: Customized training may be provided for an employer or group of employers when: The employee is not earning a self-sufficient wage, The requirements in 20 CFR Part 652, et al and 663.715 are met, and The training relates to the purpose described in 20 CFR Part 652 et al and 663.705 (c) or other appropriate purposes Customized training is defined under WIA and 20 CFR Part 663.715 as training: Designed to meet the special requirements of an employer (including a group of employers);
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual That is conducted with a commitment by the employer to employ, or in the case of incumbent workers, continue to employ an individual upon successful completion of the training; and For which the employer pays for not less than 50% of the costs of the training, in cash or in-kind.
Priority will be given to programs that have the following elements: Curriculum includes the specific skills; Is of a duration that is consistent with the skill to be taught; Contains a high degree of interactive learning; and Provides portable skills training that are transferable to other employers. Upon completion of the customized training program, the participant must be employed in the training occupation, and be employed full-time, according to the standard for the industry. Employers or consortia of employers are required to: Be located in and have operations in the Central Workforce region Employ at least one full-time employee Be current on all Federal, State and local obligations Provide trainees workman‘s compensation Cooperate with Child Support Enforcement Agencies in the collection of child support from company employees Keep accurate records of the projects implementation process for audit purposes for a minimum of five years. Provide a complete list of those individuals trained, including their Social Security numbers, start date and rate of pay Submit reimbursement requests with required documentation as specified in their signed agreement with CRWIG Provide not less than a 50% match to the project‘s reimbursable costs (matching funds from employers may be in the form of cash, wages paid to participants during training, value of supplies or materials used during training, value of classroom space or training site and/or participant transportation to the training site or other in-kind contribution) Applicability: All CRWIG-initiated customized training contracts and all service provider-initiated customized training contracts.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual IV-I On-The-Job Training Policy: Background: Service providers shall comply with the State of Virginia Employment Commission and WIA section 101 in providing on-the-job training to participants. Occupations that are among the demand occupations for the region, as well as apprenticeable trades/occupations and training for women in those occupations, which are considered non-traditional, are important to CRWIG. Policy: No individual shall be excluded form participation in, denied the benefit of, subjected to discrimination under or denied employment in the administration of or in connection with a job training program or activity because of race, color, religion, sex, national origin, age, disability, political affiliation or belief. No WIA funds shall be used or proposed for use to encourage or induce the relocation of an establishment, or part thereof that results in a loss of employment for any employee of such establishment at the original location. No WIA funds shall be used for customized or skill training, on-the-job training, or company-specific assessments of job applicants or employees, for any establishment or part thereof, that has relocated, until 120 days after the commencement or expansion of commercial operations of a relocating establishment, at a new or expanded location, if the relocation of such establishment or part thereof results in a loss of employment for any employee of such establishment at the original location. No person or organization may charge a participant a fee for the placement or referral of such individual to a WIA training activity. On-the-Job Training contracts shall be limited to occupations for which there is a demand in the area served or in another area to which the participant is willing to relocate, and for which there is a reasonable expectation for continued and permanent employment. Consideration shall be given to training in occupations determined to be in sectors of the economy, which have a high potential for sustained growth. WIA participants shall not be employed directly or indirectly on the construction, operation, and maintenance of any facility used or to be used for sectarian instruction or as a place of religious worship. WIA services cannot be funded for any endeavor, which directly or indirectly involves political activity.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual On-the-Job Training contracts shall be written only for occupations that require specific skills training and such skills/tasks shall be identified in the written training agreement. Contracts shall not be negotiated with employers who are involved in a labor dispute (such as a strike or lock-out), have employees that are in active lay-off status from the same or equivalent job, or are in violation of any requirements pertaining to construction wages. Contracts will be written only where the employer requires the incentive of reimbursement in order to hire and train the individual. One-Stop staff/WIA Contract Representative will provide training and technical assistance on the policies and procedures affecting OJT to participants and employers engaged in the activity. All WIA OJT participants shall be actively involved in the development of their Individual Employment Plan (IEP) and the OJT placement process. OJT services shall be appropriate and reasonable in consideration of such factors s the participant‘s work experience, educational Background: and proficiency. The participant IEP shall document and justify the needs and ability of the participant to benefit from OJT. One-Stop staff/WIA Contract Representative shall emphasize OJT activities in higher skill occupations, which contribute to occupational development upward mobility, development of new careers, and non-traditional occupations. OJT contracts shall not be provided in any occupation in which a labor organization represents employees engaged in similar work or training without giving such organization an opportunity to comment. OJT funds provided under the WIA shall not be used for contributions on behalf of a participant to retirement systems or plans. OJT funds shall not be used to assist, promote or deter union organizing. All OJT records shall be retained in accordance with the CRWIG Document Retention Policy. A temporary employment agency may not serve as employer of record for purposes of providing OJT. Placement of an OJT participant with his/her current or previous employer in the same, a similar, or an upgraded job is not permitted. 60
Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual
In no case shall an individual who is fully skilled in an occupation be placed as an OJT participant in that occupation. Employment of an OJT participant in an occupation for which s/he was previously trained is not permitted unless mitigating circumstances exist, such as long-term (12 months or over) unemployment warrants additional training to update skills currently in demand in the OJT occupations; or incurred disability, protected under the American with Disability Act of 1990, which necessitates additional training to enable the individual to participate in the OJT occupation. No participant shall be placed in OJT with an employer, if the participant has already been hired. OJT contracts must be prepared and signed by the authorized signatories prior to the participant‘s commencement of work. When administrative delays preclude the timely start of OJT training, a temporary waiver to the signature requirements herein may be affected through the use of an interim letter of memorandum of intent which explicitly authorizes the start of OJT training and the encumbrance of funds pending the receipt of formal authorization to execute the OJT contract. Note: Failure to obtain formal authorization to execute the OJT contract may result in disallowed expenditures. CRWIG (if there are two or fewer employees) or the employer (if there are three or more employees) shall provide Worker‘s compensation insurance to cover injuries sustained during OJT. Employers shall ensure OJT participants are compensated at the same rates, including periodic increases not related to individual performance, as similarly situated employees or trainees and in accordance with applicable law, but in no event less than the higher of the federal minimum wage rate specified in Section 6 (a) (1) of the Fair Labor Standards Act of 1938, as amended or the applicable State or local minimum wage laws. Under no circumstances shall it be less than the minimum wage of the prevailing rates of pay for individuals employed in similar occupations by the same employers. The employer‘s OJT participants shall be provided benefits and working conditions at the same level and to the same extent as other employees working in similar length of time and doing the same type of work. Employers shall agree that the reimbursement provided by an OJT contract is compensation of the extraordinary costs associated with training the participant and/or the reduced productivity of that participant during the training period. The reimbursement shall not average more than 50 percent of the wages paid by the employer to the participant during the training period.
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Employers shall not displace a currently employed worker with an OJT participant (including partial displacement such as a reduction in the hours of non-overtime work, wage, or employment benefits). Employers shall not employ an OJT participant to fill a job opening when any other individuals are on layoff from the same or substantially equivalent job, or the employer has terminated the employment of any regular employee or otherwise reduced its work force with the intention of filling the vacancy so created by hiring a participant whose wages are subsidized under the WIA. Employers shall not place participants in OJT positions created in a promotional line that will infringe in any way upon the promotional opportunities of individuals in the employer‘s work force. Employers shall maintain conditions of employment and training appropriate and reasonable to protect the health and safety of participants. The employer will notify the CRWIG of any situation, which could result in the loss of the OJT position. Except when the employer documents good cause not to retain a participant related to the participant‘s work performance, the employer shall, upon completion of a participant‘s OJT, offer the participant continued employment with at least equivalent wages, benefits and working conditions as existed under the contract. During OJT, participants should not be terminated from their OJT work duties without prior notice and a reasonable opportunity to correct and/or improve performance. After the OJT period is completed, the employer is expected to hire and retain the participant in the occupation for which s/he was trained. Employer shall not employ an OJT participant who is a member of the employer‘s immediate family. Employers may not require participants to sign non-competitive agreements, or any other agreements, which limit the participant‘s future employment opportunities. Further, employers who require participants to sign noncompetitive or other limiting agreements to employment after the OJT period has concluded, will not be eligible for future OJT contracts so long as this practice continues. OJT employers shall make reasonable efforts to resolve grievances arising out of OJT activities and refrain from actions, which harass, antagonize, intimidate, coerce,
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual threaten, discriminate, or otherwise take reprisal against a participant filing a compliant concerning WIA programs or activities. Applicability: CRWIG service providers. For more information, refer to the One-Stop OJT Manual.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual IV-J Follow-up Services Policy: Policy: One-Stop providers are responsible for establishing procedures for providing follow-up for exited adult and dislocated worker customers. Youth services providers will establish and implement follow-up services for youth for not less than twelve (12) months after completion of participation, as appropriate. "As appropriate‖ refers to the types of follow-up services provided. This does not mean that follow-up services are optional. Applicability: All CRWIG One-Stop and youth service providers.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual IV-K DATA ENTRY POLICY: Background: The U.S. Department of Labor‘s Employment and Training Administration has established a quarterly reporting schedule. Information presented in these reports needs to reflect the most current picture of Workforce Investment Act (WIA) programs. An Annual Report, which is a summary of the activities of each state and its local workforce areas, is required. These reports, and others, depend on timely and accurate data. Delays in data entry adversely affect the quarterly performance of the state and the local workforce areas and result in inaccurate quarterly reports. The participant customer satisfaction survey is adversely impacted by late data entry of exiter information. If the quarterly sample is drawn and all exiters have not been entered, the total eligible for the sample is understated. Exiter information is extracted from VWN on a quarterly basis for the quarter just ended and forwarded to the Virginia Commonwealth University Survey Research and Evaluation Laboratory. The survey sampling is based on the exiters entered into VWN exiters not entered into VWN within the quarter of exit will not be included in the survey. Policy: To address the impact of delayed data entry, the following requirements have been developed: All transactions must be entered within five (5) working days from completion. Transactions included but are not limited to: Registration (eligibility determined and verified) Assessments Services Outcomes/Goal Attainment Exit
Information for the quarterly reports will be extracted from VWN, two (2) days before the quarterly submission date
All supplemental data must be submitted no later than five (5) days prior to the submission of the quarterly report
Applicability: All CRWIG One-Stop and youth service providers.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual IVL Document Retention Policy Purpose: To clarify local requirements for retaining and storing documents pertaining to the Workforce Investment Act (WIA). Background: WIA Subtitle A, Section 101(9)(A) Policy: The CRWIG is committed to ensuring the proper and accurate retention of all records pertaining to the administration and provision of services under the Workforce Investment Act of 1998. Attachment A provides a description of record retention and constitutes the official policy for maintaining records. Applicability: All CRWIG One-Stop and youth service providers.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual ATTACHMENT A- DOCUMENT RETENTION DESCRIPTION
DESCRIPTION RECORD(S) OF MANNER KEEPING OF RECORD DISPOSITION
I. CORPORATE/ ORGANIZATIONAL RECORDS: INCORPORATION DOCUMENTS INCLUDING STORE IN CORPORATE ARTICLES OF PERMANENT RECORD BOOK. INCORPORATION, BYLAWS, AND RELATED DOCUMENTS PERMANENT. FEDERAL LAW REQUIRES COPIES OF THESE DOCUMENTS TO BE HELD AT ORGANIZATION‘S HEADQUARTERS OFFICE. THESE RECORDS MUST BE MADE AVAILABLE FOR PUBLIC INSPECTION UPON REQUEST. PERMANENT CARE SHOULD BE TAKEN TO INCLUDE ONLY NECESSARY INFORMATION IN THESE DOCUMENTS.
TAX-EXEMPTION DOCUMENTS INCLUDING APPLICATION FOR TAX STORE IN CORPORATE EXEMPTION (IRS FORM 1023), RECORD BOOK. IRS DETERMINATION LETTER, AND ANY RELATED DOCUMENTS
MEETING/BOARD DOCUMENTS INCLUDING AGENDAS, MINUTES AND RELATED DOCUMENTS II. FINANCIAL RECORDS:
COMPILE & FILE RECORDS ON YEARLY BASIS; STORE IN CORPORATE RECORD BOOK.
ANNUAL FINANCIAL STORE IN CORPORATE PERMANENT REPORTS/STATEMENTS RECORD BOOK. THREE YEARS. STORE COMPILE & FILE RECORDS W/FINANCIAL RECORDS. ON YEARLY BASIS. DESTROY AFTER THREE YEARS.
FINANCIAL REPORTS/STATEMENTS, PERIODIC
BANK STATEMENTS, CANCELED CHECKS, CHECK COMPILE & FILE RECORDS REGISTERS, INVESTMENT ON A YEARLY BASIS. STATEMENTS, AND RELATED DOCUMENTS
SEVEN YEARS. STORE W/FINANCIAL RECORDS. DESTROY AFTER SEVEN YEARS.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual DESCRIPTION RECORD(S) OF MANNER OF RECORD DISPOSITION KEEPING THREE YEARS. STORE WITH COMPILE & FILE SCHOLARSHIP RECORDS. RECORDS ON YEARLY DESTROY AFTER THREE BASIS YEARS. COMPILE & FILE APPLICATIONS ON YEARLY BASIS. ADD NAMES TO LIST OF PAST RECIPIENTS. LIST SHOULD INCLUDE NAMES, YEAR SERVED, AND EXIT DATE THREE YEARS LIST OF PAST CUSTOMERS SHOULD BE KEPT IN CORPORATE RECORD BOOK. ADDITIONAL CUSTOMER INFORMATION INCLUDING COMPLETE APPLICATIONS SHOULD BE FILED IN A PERMANENT INFORMATION FILE.
III. CUSTOMER RECORDS CUSTOMER APPLICATIONS
CUSTOMER RECIPIENT INFORMATION, INCLUDING NAMES, ADDRESSES, ELIGIBILITY INFORMATION AND TRAINING ATTENDED IF APPLICABLE
IV. REQUEST FOR PROPOSAL RECORDS THREE YEARS. STORE WITH RFP/RFQ APPLICATIONS & COMPILE & FILE ON RECORDS. DESTROY AFTER BIDDER‘S LIST YEARLY BASIS THREE YEARS. PERMANENT. LIST OF PAST COMPILE & FILE CONTRACTORS SHOULD BE APPLICATIONS ON KEPT IN CORPORATE YEARLY BASIS. ADD CONTRACT INFORMATION, RECORD BOOK. ADDITIONAL NAMES TO LIST OF INCLUDING NAMES, RECIPIENT INFORMATION PAST APPLICANTS. ADDRESSES AND INCLUDING COMPLETE LIST SHOULD INCLUDE LOCALITIES SERVED. CONTRACTS SHOULD BE NAMES, ADDRESSES, FILED IN A PERMANENT AND LOCALITIES CONTRACTOR SERVED. INFORMATION FILE. SELECTION COMMITTEE RECORDS, INCLUDING SELECTION CRITERIA USED COMPILE & FILE AND OTHER RECORDS ON YEARLY DOCUMENTATION BASIS. REGARDING THE SELECTION PROCESS THREE YEARS. STORE WITH CONTRACTOR RECORDS. DESTROY AFTER THREE YEARS
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual IVM SUPPORTIVE SERVICE POLICY: Purpose: To clarify local procedures for providing supportive services to Workforce Investment Act (WIA) Adult and Dislocated Workers Customers. Background: WIA Subtitle A, Section 101 United States Department of Labor Code of Federal Regulations (CFR) 663.800 ―What are supportive services for adults and dislocated workers?‖ Virginia Employment Commission WIA Unit Policy # 00-06 ―Universal Access, Adult Eligibility and Priority of Service‖ Virginia Employment Commission WIA Unit Field Guidance Memorandum #01-01 (Revised) ―Follow-Up Services‖ Policy: Supportive services for adults and dislocated workers are defined in WIA sections 101 (46) and 134 (e) (2) and (3). They include services such as transportation, child care, dependent care, housing, and needs-related payments that are necessary to enable an individual to participate in activities authorized under WIA Title I. Per 20 CFR Part 663.150, follow-up services must be made available to adults and dislocated workers for a minimum of 12 months following the first day of employment. When determining the need for follow-up services, there should also be a review of the customer‘s need for supportive services to meet his/her employment goals. The Crater Regional Workforce Investment Group (CRWIG) has developed this policy to ensure resource and service coordination in LWIA XV. Supportive services must be necessary to the success of the participant‘s individual employment plan and beyond the ability of the customer to pay. Supportive services are not entitlements and shall be provided to customers on the basis of a documented financial assessment, individual circumstances, and or the absence of other resources and funding limits. Supportive services may be provided in the form of in-kind or cash assistance. They shall be for actual costs up to the established limits indicated in this policy. All exceptions to the limits established in this policy shall be requested of the CRWIG Executive Director in writing, via the Program Coordinator or the One-Stop Center Manager.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual Procedures (for all supportive services): Supportive services shall be provided only when they are necessary to enable an individual to participate in WIA activities. Supportive services shall be provided to customers who cannot obtain supportive services through other programs or partner agencies who offer similar assistance; record of non-availability of supportive services through other agencies shall be documented in the customer‘s case management record. Costs for supportive services must be reasonable, necessary, and allowable under federal and state guidelines. Eligible customers may receive supportive services throughout the period the customer is enrolled in WIA and up to a maximum of one year after exiting (with the exception of needs-based payments). Supportive services must be documented in the customer‘s file and include justification for supportive services, amount of planned funding, and proof that services were received A Requisition for Payment shall be submitted to the CRWIG Fiscal Officer for payment of all supportive services; the Requisition shall be signed by the customer‘s assigned counselor and the designated WIA Coordinator or Office Manager.
Additional Procedures (for Needs-Based Payments): All requests for needs based payments require prior written approval from the WIA Program Coordinator and the WIB Executive Director. Needs-based payments may be provided during the entire length of a customer‘s utilization of a WIA training program or unpaid work experience, but may not be continued after exiting from the program. They are not an allowable postemployment follow-up service. Needs-based payments must be documented in the customer‘s file; justification for amount of planned funding and proof that payments were received must be included in the file as well. Needs-based payments may be provided whiled a customer is waiting to start a training program if the customer has been accepted in a training program that will begin within 30 calendar days. Eligibility for needs-based payments: Adults must be unemployed, must not qualify for Unemployment Insurance (UI) payments or have exhausted UI benefits, and must be enrolled in a program of training services under WIA. Dislocated workers must be unemployed, must not qualify for UI payments or trade readjustment allowance, or must have exhausted benefits, and must be enrolled in a program of training services under WIA.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual For adult and dislocated worker customers, the maximum needs-based payment amount is the current minimum wage for every hour of documented participation in WIA classroom training. Payment may not exceed the applicable weekly level of UI.
Additional Procedures (for Child-care): Priority will be given to single heads of households. Payments for daycare shall not be made if the participant has an unemployed spouse at home. Special cases, such as a disabled spouse unable to work, shall receive individual consideration; special circumstances must be documented in the customer‘s case management record. Payments shall only be made for the customer‘s legal dependents at the time of enrollment into the WIA program. Payment shall only be made to licensed daycare providers, with the exception of when payment receipts can be provided to prove that the childcare provider was rendering services for the customer at least 3 months prior to WIA program enrollment. (Exceptions may be made if it is clearly demonstrated and documented in the customer‘s case management record that a licensed childcare provider is not available due to the child‘s age, the child‘s needs requiring special care, or lack of childcare in the area; all such exceptions shall be submitted to the CRWIG Director in writing). In cases were the customer has selected and been approved for a non-licensed childcare provider, the provider must submit proof of liability insurance or a waiver signed by the customer releasing the CRWIG and the Virginia Workforce Center from all liability. Childcare payments will be based upon actual costs; actual costs must be established based the lowest of three rate quotes from licensed childcare providers in the local area. Customers who wish to select a provider at a higher rate are responsible for paying the difference from the lowest rate quoted.
Additional Procedures (for Transportation): Supportive services for transportation may include: Bus tokens (not to exceed $1,000 per program year) Mileage reimbursement to the customer at a rate of $0.325 (not to exceed 80 miles roundtrip per day) Payments to a licensed, insured transportation provider; allowable costs for transportation should be determined on an individual basis, and should be reasonable based on the availability and cost of transportation services in the local area. Repair assistance may be provided for vehicles used as the primary source of transportation to training or work. The customer must be the registered owner of the vehicle. Support will be for actual costs; allowable costs for transportation should be determined on an individual basis, and should be reasonable based on
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual the availability and cost of repair services in the local area (cost of repair services in the local area should be determined by obtaining rate quotes).
Additional Procedures (Other Supportive Services): Medical/Dental: Assistance is limited to actual costs up to $1,000 per program year for medical or dental services not covered by other insurance policies or by state labor and industrial insurance. Clothing: Assistance is limited to actual costs up to $500 per program year to purchase appropriate training attire and work clothing including a uniform required by the employer. Emergency Services: Emergency Services include but are not limited to payments for overdue electric, home heating fuel and water bills, food, rent and/or temporary shelter. Each emergency situation will be dealt with on an individual basis. The maximum amount allowable for this service shall not exceed actual costs up to $1,500 per program year.
Additional Procedures (for providing supportive services during follow-up): Supportive services (with the exception of needs-based payments) may be provided to customers after they obtain unsubsidized employment. The appropriate scope and intensity of follow-up services must be based on the needs of the individual customer. For example, some customers who have multiple employment barriers and limited work histories may be in need of significant follow-up services to ensure long-term success in the labor market. Supportive services may not be provided in excess of 12 months after the customer has exited from the WIA program.
Applicability: All CRWIG One-Stop and youth service providers.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual IV-N Dual-Enrollment Policy: Background: Older Youth may co-enroll in Adult program activities if they are between the ages of 1821 and meet other eligibility requirements. In this way, Older Youth may be able to benefit from additional necessary services they are not entitled to under the Youth services provider program (e.g. Training). In addition, the One-Stop provider has the opportunity to refer Older Youth to youth providers if they are identified as needing pre-employment training before entering the workforce (eg., employability, life skills, internships, paid and unpaid work experience, mentoring, basic skills enhancement, supervised job search, and tutoring). Policy: The youth service provider shall serve as the primary case manager, and will be responsible for outreach, intake, eligibility determination, performing an objective assessment and development of an Individual Service Strategy (ISS). All ORIGINAL documents generated in this step shall be maintained in the clients‘ folder at the youth service provider location. The youth service provider(s) will be responsible for data entry, youth activity codes (i.e., Orientation, Objective Assessment, ISS/ Individual Employment Development Plan) Case notes/Counseling notes shall reflect the completion of these items as well as the transfer of the file. The youth service provider will generate and provide the One-Stop case manager a ―Traveling File‖ for each of the clients deemed eligible and for which training services are being requested. The ―Traveling File‖ must contain copies of the following documents: Income Verification documents; General Eligibility Determination Documents (i.e., Birth Certificate or Affidavit, Social Security card, etc.); Career Interest Assessment Results Signed Civil Rights Form; A completed and signed Individual Service Strategy Counseling notes form VWNIS printout (registration page) Designated One-Stop case managers will generate the (ITA) placing the client into a training activity and will be responsible for providing copies of these and any other documents generated by the One-Stop during the clients‘ participation in the training activity. The One-Stop case manager the training activity into VWNIS, re-print the activity screen to reflect the added activity and make entry of such in the Counseling Notes section of the file. The youth service provider will be notified when the client completes the training program and
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual will forward a copy of the credential. A copy of the credential will be retained by the One-Stop provider. The youth service provider will be responsible for exiting the client upon completion of all training activities and provide the One-Stop case manager with a copy of the exit form. The youth service provider will be responsible for conducting the required follow-up on all clients that exit the program, and will also be responsible for providing the One-Stop provider the results of that follow-up at least 90 days after the client has been exited and once again at the end of the ninth month period. Applicability: All CRWIG One-Stop and youth service providers.
V-A Virginia Employment Commission Workforce Investment Act Guidelines for Determining WIA Eligibility: Click the link below and scroll down to ―Virginia WIA Eligibility Guidelines” (all files are in Adobe PDF format) for the most updated guidelines. A hardcopy is also included in this manual. http://www.vec.virginia.gov/vecportal/wia/vaplans.cfm
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual
V-B
Acronyms:
A
AARP – American Association of Retired People ACK – America‘s Career Kit ACSI – American Customer Service Index ADA – Americans with Disabilities Act ADD – Administration on Developmental Disabilities ADEA – Age Discrimination in Employment Act of 1967 AJB –America‘s Job Bank AJLA – America‘s Job Link Alliance ALJ – Administrative Law Judge ALMIS – America‘s Labor Market Information System AT – Assistive Technology ATAA – Alternative Trade Adjustment Assistance AWTS – America‘s Workforce Technology Solutions
B
BBA – Balanced Budget Amendment (1997) BC/BS – Blue Cross/Blue Shield BLS – Bureau of Labor Statistics BRAC – Base Realignment and Closure
C
CCE – Certificate of Continuing Eligibility CED – Committee for Employees with Disabilities CES – Current Employment Statistics CHIP – Children‘s Health Insurance Program CLEO – Chief Local Elected Official COBRA – Consolidated Omnibus Budget Reconciliation Act of 1985 CPOC – Central Point of Contact Person CRP – Community Rehabilitation Provider
D
DDHQ – Division of Disability Hearings Quality DLRP – Disability Law Resource Project DME – Durable Medical Equipment DOE – Department of Education DOL – Department of Labor DOLETA – Department of Labor‘s Employment and Training Administration 75
Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual DOT – Dictionary of Occupational Titles (see O*NET) DP – Data Processing DRS – Department of Rehabilitative Services DSS – Department of Social Services DVOP – Disabled Veterans Outreach Program
E
EAP – Employee Assistance Program EEO – Equal Employment Opportunity EN‘s – Employment Networks ERISA – Employee Retirement Income Security Act ES – Employment Services ET – Employment & Training ETP – Eligible Training Provider
F
FBO – Faith Based Organization FCC – Federal Communications Commission FECA – Federal Employees‘ Compensation Act FEDES – Federal Employment Data Exchange FICA – Federal Insurance Contributions Act (SS) FLS – Family Literacy Services FLSA – (Federal) Fair Labor Standards Act FMLA – Family and Medical Leave Act FPL – Federal Poverty Rate FRA – Full Retirement Age FTA – Federal Transit Administration FUTA – Federal Unemployment Taxes
G
GAO – General Accounting Office GATB – General Aptitude Test Battery GED – General Equivalency Diploma GED – General Educational Development
H
HHA – Home Health Agency HHS – Department of Health and Human Services (Federal) HIPPA – Health Insurance Portability and Accountability Act HMO – Health Maintenance Organization HUD –Housing and Urban Development
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual
I
IDEA – Individuals with Disabilities Education Act ‗75 IEP – Individualized Employment Plan ILC – Independent Living Center IRS – Internal Revenue Service ISS – Individual Service Strategy IT – Information Technology ITA – Individual Training Accounts IWP – Individual Work Plan
J
JTPA – Job Training Partnership Act
L
LAUS – Local Area Unemployment Statistics LEO – Local Elected Official LLSIL – Lower Living Standard Income Level LMA – Labor Market Area LMI – Labor Market Information LVER – Local Veterans Employment Representative LWIA – Local Workforce Investment Area LWIB – Local Workforce Investment Board LTC – Long -Term Care
M
MLS – Mass Layoff Statistics MOU – Memorandum of Understanding (Partner Agreement) MSA – Metropolitan Statistical Area MSFW – Migrant Seasonal Farm Worker MSHA – Mine Safety and Health Administration
N
NAFTA – North American Foreign Trade Agreement NAWB – National Association of Workforce Boards NCD – National Council on Disability NCP – Non-Custodial Parent NCWD – National Center on Workforce & Disability NEG – National Emergency Grant NLRB – National Labor Relations Board NOD – National Organization on Disability
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual
O
ODEP – Office of Disability Employment Policy OHA – Office of Hearings and Appeals (SSA) O*NET – Occupational Information Network OES – Occupational Employment Statistics OIG – Office of Inspector General OJT – On the Job Training OMB – Office of Management and Budget OPM – Office of Personnel Management OQA – Office of Quality Assurance & Performance Assessment OSERS – Office of Special Education & Rehabilitation Services OY – Older Youth
P
Part C – Medicare + Choice program (1997) PBGC – Pension Benefit Guaranty Corporation PIC – Private Industry Council PPO‘s – Preferred Provider Organizations PWD – Person With Disability
Q
QDWI – Qualified Disabled and Working Individuals QMB‘s – Qualified Medicare Beneficiaries
R
RFP – Request for Proposal RFQ – Request for Qualifications RTC – Rural Training Center
S
SDA – Service Delivery Area SHRM – Society for Human Resource Management SIC – Standard Industrial Code SSA – Social Security Administration SSDI – Social Security Disability Insurance SSI – Supplemental Security Income SWIB – State Workforce Investment Board
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual
T
TAA – Trade Adjustment Assistance TANF – Temporary Assistance to Needy Families TAPR – Trade Act Participant Report TDD – Telecommunication Device for the Deaf TEGL – Training and Employment Guidance Letter TEIN – Training and Employment Information Notice TRA – Trade Adjustment Assistance TRS – Telecommunications Relay Device TtW – Ticket to Work TTY – Teletypewriter: replaces term TDD
U
UCFE – Unemployment Compensation for Federal Employees UCX – Unemployment for ex-Military Personnel UI – Unemployment Insurance USC – United States Code
V
VEC – Virginia Employment Commission VWNIS – Virginia Workforce Network Information System
W
WARN – Worker Adjustment & Retraining Notification Act WIA – Workforce Investment Act WIASRD – WIA Standardized Record Data WIB – Workforce Investment Board WOTC –Work Opportunity Tax Credit WRIS – Wage Record Interstate System WS – Workforce Services WtW – Welfare to Work
Y
YIELD – Youth Integration Education Leadership Discovery YOG – Youth Opportunities Grants YY – Younger Youth
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual Common Definitions:
A
ABLE AND AVAILABLE (A&A) - The requirement that a recipient of unemployment insurance (UI) benefits be able to work and available for work in order to receive benefits. ADDITIONAL CLAIM – An application for unemployment insurance benefits for a new period of unemployment within a benefit year after a break in benefits of at least one week due to employment. ADJUDICATOR – An individual who, on behalf of the state, investigates issues which could affect unemployment insurance benefit eligibility and who issues initial determinations resolving those issues. ADMINISTRATIVE LAW JUDGE (ALJ) – An individual who conducts hearings and makes decisions after initial determinations have been appealed. (Also called hearing officer or referee.) ADULT - For the purpose of the WIA programs is an individual who is age 18 or older. ADULT EDUCATION - Instruction in reading, writing, and mathematics for adults at lower literacy levels; includes adult basic education (ABE), English as a Second Language (ESL), and preparation for the General Education Development (GED) test. ADULT BASIC EDUCATION (ABE) - Education for adults whose inability to read, write or speak English or to effectively use mathematics is a barrier to their ability to get or keep employment. ABE is designed to improve their ability to benefit from training and improve their opportunities for employment and to meet adult responsibilities. ADULT SECONDARY EDUCATION SKILLS - Education for adults consisting of courses in mathematics, reading, history, science, government, language arts, and other courses and classes that lead to a high school diploma or a General Education Development (GED) Certificate. ADVANCED TRAINING – An occupational skills employment / training program, not funded under Title I of the WIA, which does not duplicate training received under Title I. Includes only training outside of the One-Stop, WIA and partner, system (i.e., training following exit). AMERICA‘S JOB BANK (AJB) - A website where job seekers can post their resumes and search for job openings. Employers can post job listings in the nation's largest online labor exchange, create customized job orders, and search resumes. APPEAL – A request for a hearing to reconsider a state agency‘s decision about an individual‘s unemployment insurance benefits.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual APPEAL DECISION – The written ruling that is issued to one or more parties as a result of an appeal. If more than one person is involved, only one decision is made which applies to all the claimants involved in the appeal. APPRENTICESHIP PROGRAM - A program combining on-the-job training with related instruction that enables workers to master the practical and technical skills required for a skilled occupation. APTITUDE- A natural or acquired talent or ability or quickness in learning and understanding. ASSOCIATE DEGREE - The degree awarded after a two-year period of study that can be either terminal (vocational) or transfer (the first two years of a bachelor‘s degree). The vocational degree is the Associate of Applied Science (AAS) and the transfer degree may be either the Associate of Arts (AA) or the Associate of Science (AS).
B
BACKDATED CLAIM – An unemployment insurance claim with an effective date in any week prior to the week in which it was filed. BARRIERS TO EMPLOYMENT - Conditions that may make employment difficult for certain individuals. Individuals with such barriers may include: single parents, displaced homemakers, youth, public assistance recipients, older workers, substance abusers, teenage parents, veterans, ethnic minorities, and those with limited English speaking ability or a criminal record or with a lack of education, work experience, credentials, transportation or child care arrangements. BASIC EDUCATION - Instruction usually conducted in an institutional setting that is directed towards imparting the basic skills of communication, computation, problem solving, health, consumer development, and citizenship. Instruction for youth could include, but not be limited to, enrollment in a secondary school. Adult Basic Education would include upgrading the same basic skills, however, it is directed towards adults who are generally classified as functionally illiterate, undereducated, or whose inability to speak, read or write the English language constitutes a substantial impairment of their ability to get or retain employment commensurate with their real ability. Such instruction is designed to raise the level of education of such individuals with a view to making them less likely to become dependent on others, to improving their ability to benefit from occupational training and otherwise increasing their opportunities for more productive and profitable employment. BASIC LITERACY SKILLS DEFICIENT - The term ―deficient in basic literacy skills‖ is defined at the local level. These definitions may establish such criteria as are needed to address the local concerns, and must include a determination that an individual:
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual (A) Computes or solves problems, reads, writes, or speaks English at or below the 8th grade level on a generally accepted standardized test or a comparable score on a criterion referenced test; or (B) Is unable to compute or solve problems, read, write, or speak English at a level necessary to function on the job, in the individual‘s family or in society. Note: Grade Level scores below 9.0 (e.g.8.9) should be considered as at or below the 8th grade level. BASIC PERIOD (BP) – The time period on which an unemployment insurance claim is based. Earnings during this time period are used to establish the UI claim. It may be the first four of the last five completed calendar quarters or the state may use an alternate period if there are insufficient earnings in the primary period. BASIC SKILLS - Fundamental skills such as literacy, reading comprehension, writing, math, and English language competency that are crucial to success in a workplace. BELOW GRADE LEVEL – An individual with educational attainment that is one (1) or more grade levels below the grade level appropriate to the age of the individual. BENEFIT RIGHTS INTERVIEW (BRI) - Information provided to an unemployment insurance claimant for the purpose of explaining the individual‘s rights and responsibilities under the applicable state unemployment compensation law or federal law. BENEFIT YEAR (BY) - The time period, beginning with the first week of a claim, during which a claimant may draw out unemployment insurance benefits due based on a claim. This may not always be a full calendar year. BRIDGE PROGRAM - Program designed to prepare individuals, particularly those individuals with literacy levels below ninth grade, to enter and succeed in postsecondary education and training leading to career-path employment.
C
CALENDAR QUARTER - One fourth of the calendar year. The quarters are: January 1 - March 31, April 1 - June 30, July 1 - September 30, and October 1 - December 31. CALENDAR WEEK - Seven consecutive days beginning on Sunday and ending on Saturday, except in at least one state where seven consecutive days beginning Monday and ending Sunday is considered the calendar week. CALL CENTER – A center of operations unemployment insurance claims are taken over the telephone.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual CASE MANAGEMENT – The term ―case management‖ means the provision of a clientcentered approach in the delivery of services designed: (A) To prepare and coordinate comprehensive employment plans, such as service strategies, for participants to ensure access to necessary workforce investment activities and supportive services, using, where feasible, computer-based technologies; and (B) To provide job and career counseling during program participation and after job placement. CHIEF ELECTED OFFICIAL - The term ―chief elected official‖ means: (A) The chief elected executive officer of a unit of general local government in a local area; and (B) In a case in which a local area includes more than one unit of general local government, the individuals designated under the agreement described in section 117(c)(1)(B) MULTIPLE UNITS OF LOCAL GOVERNMENT IN AREA(i) IN GENERAL – In a case in which a local area includes more than 1 unit of general local government, the chief elected officials of such units may execute an agreement that specifies the respective roles of the individual chief elected officialsi. In the appointment of the members of the local board from the individuals nominated or recommended to be such members in accordance with the criteria established under subsection (b); and ii. In carrying out any other responsibilities assigned to such officials under this subtitle. (ii) LACK OF AGREEMENT- if, after a reasonable effort, the chief elected officials are unable to reach agreement as provided under clause (i), the Governor may appoint the members of the local board from individuals so nominated or recommended.
CHILD/DEPENDENT CARE (FAMILY CARE) - A supportive service that helps parent(s) meet their family care needs. Family care ranges from day care outside the home or in-home to after school programs (outside the home or in-home). It usually includes supervision and shelter, and may include subsistence and transportation. CLAIMANT - An individual who files a claim for unemployment insurance benefits. CLAIMS SPECIALIST OR CLAIMS TAKER – A person who assists in the filing of unemployment insurance claims and offers related assistance to claimants. COMMUNITY-BASED ORGANIZATION – The term ―community-based organization‖ means a private nonprofit organization that is representative of a community or a significant segment of a community and that has demonstrated expertise and effectiveness in the field of workforce investment. 83
Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual
COUNSELING - A service which is the process of assisting participants in realistically assessing their needs, abilities, and potential; of providing guidance in the development of vocational goals and the means to achieve them; and of helping with the solution of a variety of personal problems occurring during participation. CREDENTIAL – A nationally recognized degree or certificate or State/locally recognized credential. Credentials include, but are not limited to, a high school diploma, GED or other recognized equivalents, post-secondary degrees/certificates, recognized skill standards, and licensure or industry-recognized certificates. States should include all State Education Agency recognized credentials. In addition, States should work with local Workforce Investment Boards to encourage certificates to recognized successful completion of the training services listed above that are designed to equip individuals to enter or re-enter employment, retain employment, or advance into better employment. COLLABORATION - A mutually beneficial and well-defined relationship entered into by two or more organizations to achieve common goals without duplicating services. The relationship includes: commitment to mutual relationships and goals; a jointly developed structure and shared responsibility; mutual authority and accountability for success; and sharing of resources and rewards. COMBINED WAGE CLAIM (CWC) – An unemployment insurance claim based on wage credits from more than one state. COMMUNITY - A group of individuals or families that share certain values, services, institutions, interests, or geographic proximity. COMMUNITY BASED ORGANIZATION (CBO) - A non-profit organization that originates and is developed locally to serve the needs of the community in which it is based. Services provided are varied and can include health, education, housing, and employment training. COMMUNITY BASED SERVICES - Services provided to individuals, family members, or other caregivers in the community, e.g. schools, churches, etc., rather than in an institution. These services are an alternative to facility-based services or Institutionalization. COMMUNITY COLLEGE - A public two-year institution of higher education, offering instruction in programs adapted to the needs of the community; programs may include adult education, certificate and degree programs, workforce preparation, noncredit continuing education, and customized training for business. COMMUNITY HOUSING DEVELOPMENT ORGANIZATIONS (CHDOs) - Organizations certified by the state to provide grants for tenant-based rental assistance, assistance to first time homebuyers, property acquisition, new construction (justification required for neighborhood
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual revitalization and special needs) reconstruction, moderate rehabilitation, substantial rehabilitation, site improvements, demolition, relocation, and other activities with prior approval of Housing and Urban Development. COMMUNITY SERVICES BLOCK GRANT (CSBG) - Federal program aimed at ameliorating the causes and conditions of poverty in communities. The funds provide a range of services and activities to assist the needs of low-income individuals, including the homeless, migrants, and the elderly. COMPETENCY BASED CURRICULA - Curricula defined in terms of the abilities, knowledge, and skills a student should be able to demonstrate once they have completed the course. The competencies that provide the learning objectives for bridge programs are based on the requirements of entry and success at the next levels of education and employment. CONTINUES CLAIM – A claimant‘s weekly certification of eligibility for unemployment insurance during a claim series. CONTINUUM OF CARE - A comprehensive array of services available at any intensity or level of need required to adequately address the needs of an individual so that they may attain their maximum potential. CONTRIBUTING EMPLOYER - An employer who pays taxes (contributions) to the state unemployment insurance fund. CONTRIBUTIONS (Taxes) - Payroll taxes paid by employers that are used to pay unemployment insurance benefits. CORE SERVICES - Services are available to all persons who seek assistance at any One-Stop Center or affiliate employment service provider. This may include: job search and placement assistance, labor market information, training information, information about filing for unemployment, food stamps or public benefits, child care or transportation assistance. CORE TRAINING - Employment-focused interventions which address basic vocational skills deficiencies that prevent the participant from accessing appropriate jobs and/or occupations. COUNSELING - Guidance or assistance to develop a participant‘s vocational or employment goals and the means to achieve those goals, or to assist the person with the solution to individual problems that may prevent him/her from accomplishing those goals, including, substance abuse counseling, job counseling, child care arrangements, or any other barrier that prevents their success in becoming self-supporting. COVERED EMPLOYER - An agency, business, organization or other employing unit that is subject to the unemployment insurance law of any state.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual COVERED EMPLOYMENT - Services for an employer that are covered by the unemployment insurance law. CRITICAL CONDITIONS - Community condition indicators that can be assessed and evaluated. Career Pathway*— a series of occupations within an industry that build from the relatively minimal skill and education requirements needed for entry-level employment to increasing levels of skills, experience, and/or formal education. CUSTOMER - Under WIA (Workforce Investment Act) definitions, a Customer is any person seeking assistance to find employment or training, whether employed or unemployed, and employers who need qualified workers for their company or training for the workers who are already employed with them. CUSTOMIZED TRAINING - A training program designed to meet the special requirements of an employer who has entered into an agreement with a Service Delivery Area to hire individuals who are trained to the employer's specifications. The training may occur at the employer's site or may be provided by a training vendor able to meet the employer's requirements. Such training usually requires a commitment from the employer to hire a specified number of trainees who satisfactorily complete the training.
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DEVELOPMENTAL NEEDS – Items, materials, situations, steps or acts that need to occur to aid in the growth of an individual or to assist an individual to realize or meet their potential. DISABILITY - The term ―disability‖ means, with respect to an individual: (A) A physical or mental impairment that substantially limits one or more of the major life activities of such individual; (B) A record of such an impairment; or (C) Being regarded as having such impairment. DISABLED VETERAN - A veteran who is entitled to compensation under laws administered by the Veterans Administration, or an individual who was discharged or released from active duty because of service-connected disability. DISADVANTAGED ADULTS - Educationally or skills disadvantaged adults are those persons who score below grade level on standardized tests. They require educational assistance to bring their basic skills to a level that would make them eligible for secondary (high school) education or to hold a job with basic English and math skills.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual DISLOCATED worker - A person who— (A) (i) has been terminated or laid off from their job, or who has received a notice of termination or layoff, from their employer; (ii) (I) is eligible for or has used up their unemployment payments; or (II) has been employed for long enough to show, to a program at a one-stop center referred to in section 134(c), attachment to the workforce act, but who can not get unemployment payments because of low earnings or having done work for an employer that is not covered under a State unemployment compensation law; and (iii) is not likely to return to the same type of work; (B) (i) has lost his or her job, or has received a notice of termination or layoff, from their job because of a permanent closure of, or a big layoff at a plant, facility, or company; (ii) is working at a facility where the employer has announced that it will close within 180 days; or (iii) in order to receive services besides the training services described in section 134(d)(4), intensive services described in section 134(d)(3), or supportive services, is employed at a place where the employer has made an announcement that the facility will close; (C) was self-employed (including employment as a farmer, a rancher, or a fisherman) but is unemployed because of the local economy where the individual lives or because of natural disasters; or (D) is a displaced homemaker. DISPLACED HOMEMAKER – A person who has been doing unpaid work for family members in the home and who(A) has been dependent on the income of another family member but is no longer supported by that income; and (B) is unemployed or underemployed and is having difficulty in finding a job or getting a better job. DOL, USDOL - United States Department of Labor, the federal department which regulates and funds state workforce activities.
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ECONOMICALLY DISADVANTAGED - An individual who is either a member of a family whose income is below the poverty level, or who is receiving cash benefits from a federal, state or local welfare program, or is receiving food stamps, or who is a homeless person, or who is a foster child, or is a disabled person. EDUCATIONALLY DISADVANTAGED ADULT—see Disadvantaged Adults. ELIGIBILITY - The meeting of specific qualifications to receive certain benefits; the criteria used by public assistance programs to determine which people may receive help. For example, to be eligible for the Food Stamp program, a person must meet certain income requirements and to be eligible for Medicare a person must be above a certain age. ELIGIBILITY BARRIERS FOR INCOME ELIGIBLE YOUTH - Eligible participants must also fall within one or more of the following categories: 1. Deficient in basic literacy skills; 2. School dropout; 3. Homeless, runaway, or foster child; 4. Pregnant or parenting; 5. Offender; or 6. An individual (including a youth with a disability) who requires additional assistance to complete an educational program, or to secure and hold employment. Note: CFR 664.210 states that criterion for this definition and the documentation to prove need shall be established at the local level by the Youth Council. It will be approved by the WIA Board, based on local area need, and must be included in local policy.
ELIGIBILITY BARRIERS FOR THE FIVE PERCENT OF YOUTH PARTICIPANTS WHO DO NOT HAVE TO MEET INCOME ELIGIBILITY REQUIREMENTS: 1. School Dropout; 2. Basic Skills Deficient; 3. Are one or more grade levels below the grade level appropriate to the individual's age; 4. Pregnant or parenting; 5. Possess one or more disabilities, including learning disabilities; 6. Homeless or runaway; 7. Offender; or 8. Faces serious barriers to employment as identified by the local board (WIA sec. 129(c)(5)).
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual ELIGIBILITY REVIEW PROGRAM (ERP) – A program under which claimants are periodically contacted to review their eligibility for benefits, work search activities, and reemployment needs. ELIGIBLE TRAINING PROVIDER (ETP) - An organization, such as a public or private college and university, or community-based organization whose application has been approved by the local workforce board and approved for the state list of training services through the use of an Individual Training Account. ELIGIBLE TRAINING PROVIDER LIST - A statewide collection of providers that are approved to give services through the One-Stop system. These lists contain consumer information, including cost and performance information for each of the providers, so that participants can make informed choices on where to use their Individual Training Accounts. EMPLOYMENT SERVICE - The state level organization or public labor exchange system connected with the Department of Labor‘s United States Employment Service. ENGLISH AS A SECOND LANGUAGE (ESL) – English language education for adults whose inability to understand, speak, read, or write the English language is a barrier to their ability to get or keep employment. This also has effects on their real ability to function in society or successfully complete the citizenship application process. ENTERED EMPLOYMENT RATE - Method used to determine the percentage of participants who become employed. The percentage is calculated by dividing the number of total participants who were enrolled in the program by the number of participants who were placed or entered employment through the program. ENTRY-LEVEL OCCUPATION - The lowest paid occupations within an industry or firm, usually requiring minimal work experience and limited educational background as conditions for hire. Criteria differ widely from industry to industry. ESTIMATED BEGIN DATE - The date the participant is scheduled to begin each activity. ESTIMATED END DATE - The date the participant is scheduled to complete each training activity. ETA, DOL - Employment and Training Administration, the part of DOL with direct responsibility for WIA programs. EXIT - To separate a participant who is no longer receiving any WIA funded enrollment training or services (except follow-up services) or non-WIA funded services included in the service plan.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual HARD EXIT - The exiting of a WIA youth participant who has a date case closure, completion or known exit from WIA funded or non-WIA funded partner services. This must be initiated by the caseworker in two places: 1. In the case detail under "exit", and 2. In the case detail under "programs of enrollment" SOFT EXIT - When a participant has not received any WIA funded or non-WIA funded partner service for 90 days and is not scheduled to receive any future service except follow up services. This is done by Service Link automatically following the 90-day period.
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FAITH BASED ORGANIZATION (FBO) - Organization whose founding, governance, or membership is derived from a religious institution or religiously-affiliated entity. FAMILY LITERACY SERVICES (FLS) - Services that are sufficient to make lasting changes in a family, and that integrate all of the following activities: (1) literacy activities between parents and their children; (2) training for parents regarding how to be the primary teacher for their children and full partners in the education of their children; (3) parent literacy training that leads to economic self-sufficiency; and (4) an age-appropriate education to prepare children for success in school and life experiences. FIELD-SPECIFIC BRIDGE PROGRAM - A bridge program that prepares adults for collegelevel occupational certificate programs and advancement to entry-level skilled positions. These programs are geared toward participants who have decided upon a career sector focus. FOLLOW-UP - The tracking of what happens to participants when they leave the WIA program for a period of 180 days after first job placement. The reporting requirements include the following information: employment status (number of Entered Employments/Placements at 180 days after program has ended), average hourly wage (earnings change at 180 days after program has ended), and job retention (of those enrolled in training, provide number of those still employed in trained occupation at 180 days after program has ended. FOOD STAMP PROGRAM - Provides basic food needs to low-income families. FOSTER CHILD – An individual under the age of 18 on behalf of whom State or local government payments are made. (WIA Act 101 (25)(E))
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GED - General Equivalency Diploma. A high school equivalency diploma, which is obtained by passing the General Educational Diploma Equivalency Test that, measures skills and knowledge generally associated with four years of traditional high school instruction.
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HEARING – The opportunity for parties to appeal an initial determination to be heard by an administrative law judge, hearing officer, or referee. HEARING OFFICER – See Administrative Law Judge. HISPANIC OR LATINO/LATINA - A person of Mexican, Puerto Rican, Cuban, Central or South American, or other Spanish culture or origin, regardless of race. HOMELESS – An individual who: (a) Lacks a fixed, regular, and adequate nighttime residence; and (b) Has a primary nighttime residence that is 1) A supervised publicly or privately operated shelter designed to provide temporary living accommodations (including welfare hotels, congregate shelters, and transitional housing for the mentally ill); 2) An institution that provides a temporary residence for individuals intended to be institutionalized; or 3) A public or private place not designed for, or ordinarily used as, a regular sleeping accommodation for human beings.
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INDIVIDUAL EMPLOYMENT PLAN (IEP) - A plan developed by the participant and the case manager to identify the participant's employment goals, the appropriate achievement objectives, and the appropriate combination of services for the participant to achieve the employment goals. Individual of Limited English Proficiency (LEP) -- An adult or out-of-school youth who has limited ability in speaking, reading, writing or understanding the English language, and (a) whose native language is a language other than English; or (b) who lives in a family or community environment where a language other than English is the dominant language. INDIVIDUAL SERVICE STRATEGY (ISS) - An agreement of skills and goals decided between a WIA Youth participant and WIA Youth staff counselor (usually a case manager), that
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual sets out a plan for the participant to make progress towards his/her educational and employment goals. INDIVIDUAL TRAINING ACCOUNT (ITA) - An expenditure account established on behalf of a participant that provides for vocational training. INDIVIDUAL WITH A DISABILITY - The term ―individual with a disability‖ means an individual with any disability (as defined in section 3 of the Americans with Disabilities Act of 1990 (42 U.S.C. 12102)). Refer to the definition for the term disability. INITIAL CLAIM ( IC) – An application for a determination of entitlement to unemployment insurance benefits. There are four types of Initial Claims: New Claims; Reopened Claims; Additional Claims; and Transitional Claims. IN-SCHOOL YOUTH determined at the time of registration - A youth enrolled in a secondary school program, and who is seeking a secondary school diploma. INTAKE - A process for screening individual applicants for eligibility for services; making a determination whether the program can benefit the applicants; providing information about the program, its services and the availability of those services; and selecting individual applicants for participation in the program. INTENSIVE SERVICES - Services available to adults and dislocated workers who have completed one or more Core Services and are still unable to gain employment OR who are employed and have been determined in need of services to get a better job in order to gain selfsufficiency. Intensive Services include individual career planning, resume preparation, job clubs, career counseling, internships, and comprehensive assessments. Basic education, ESL, and basic computer literacy are also sometimes considered Intensive Services. ISSUE – An act, circumstance or condition potentially disqualifying a claimant from receipt of unemployment insurance benefits under state/federal law.
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JOB CLUB ACTIVITIES - A form of job search assistance provided in a group setting. Usually job clubs provide instruction and assistance in completing job applications and developing resumes and focus on maximizing employment opportunities in the labor market and developing job leads. Many job clubs use telephone banks and provide group support to participants before and after they interview for openings. JOB DEVELOPMENT - The process of marketing a program participant to employers, including informing employers about what the participant can do and asking for a job interview for that individual with the employer.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual JOB PLACEMENT SERVICES – Services that specifically assist participants find jobs that may involve activities such as job search assistance, training, or job development. JOB RETENTION - The ability to keep a job for a certain period of time, usually 90 or 180 days or more, which shows that a worker has the skills to fit into the workplace and succeed in a job.
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LABOR EXCHANGE - Services provided to job seekers and employers by the State Employment Service Agencies. Services to job seekers may include assessment, testing, counseling, provision of labor market information and referral to prospective employers. Employer service may include accepting job orders, screening applicants, referring qualified applicants and providing follow-up. LABOR FORCE - The total of all civilians classified as employed and unemployed and members of the Armed Forces stationed in the United States. (Bureau of Labor Statistics Bulletin 2175). LABOR MARKET AREA (LMA) - The term ―labor market area,‖ means an economically integrated geographic area within which individuals can reside and find employment within a reasonable distance or can readily change employment without changing their place of residence. Such an area shall be identified in accordance with criteria used by the Bureau of Labor Statistics of the Department of Labor in defining such areas or similar criteria established by a Governor. LABOR MARKET INFORMATION (LMI) - Labor Market Information, labor related information about unemployment, industries, occupations, etc LIFE SKILLS - Those skills which are included in adult literacy dealing with such topics as consumer economics, government and law, occupational knowledge, community resources, and health that are included into an educational agency's basic literacy skills course of study. LIMITED ENGLISH PROFICIENCY (LEP) - An individual with LEP is one who has limited ability in speaking, reading, writing or understanding the English language and (a) whose native language is a language other than English or (b) who lives in a family or community environment where a language other than English is the dominant language LITERACY – The term ―literacy‖ means an individual‘s ability to read, write, and speak in English, compute, and solve problems, at levels of proficiency necessary to function on the job, in the family of the individual, and in society.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual LIVABLE WAGE - The self-sufficiency earning level. LOCAL AREA – The term ―local area‖ means one of the 17 local workforce investment areas designated by the state of Virginia. . LOCAL BOARD – The term ―local board‖ means one of the 17 local workforce investment boards established in each workforce investment area. LOCAL YOUTH PROGRAM - Those youth activities offered for youth in the 12 local workforce investment areas by youth providers and vendors. LOWER LIVING STANDARD INCOME LEVEL - The term ―lower living standard income level‖ means that income level (adjusted for regional, metropolitan, urban, and rural differences and family size) determined annually by the Secretary based on the most recent lower living family budget issued by the Secretary. LOW-INCOME INDIVIDUAL - The term ―low-income individual'' means a person who— (A) receives, or is a member of a family that receives, cash payments under a Federal, State, or local income-based public assistance program; (B) received an income, or is a member of a family that received a total family income, for the 6-month period before application for the program involved (besides unemployment compensation, child support payments, payments described in subparagraph (A), and old-age and survivors insurance benefits received under section 202 of the Social Security Act (42 U.S.C. 402) that, for their family size, is not more than the higher of— (i) the poverty line, for an equivalent period; or (ii) 70 percent of the lower living standard income level, for an similar period; (C) belongs to a household that receives (or has been decided within the 6-month period before application for the program to be eligible to receive) food stamps according to the Food Stamp Act of 1977 (7 U.S.C. 2011 et seq.); (D) is a homeless person, as defined in subsections (a) and (c) of section 103 of the Stewart B. McKinney Homeless Assistance Act (42 U.S.C. 11302); (E) is a foster child for whom State or local government payments are made; or (F) in cases permitted by rules decided by the Secretary of Labor, is a person with a disability whose own income meets the requirements of a program described in
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual subparagraph (A) or of subparagraph (B), but who is a member of a family whose income does not meet such requirements.
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MAXIMUM BENEFIT AMOUNT (MBA) - The total amount of unemployment insurance benefit payable to a claimant in a benefit year. MEDICAID - A program of medical aid for people that cannot afford regular medical service that is paid for by the state and federal governments MENTAL HEALTH SERVICES - Psychological and psychiatric treatment and counseling services, for individuals with a diagnosed mental illness, conducted in a group or individual setting, and provided by a mental health professional licensed or authorized within the State to render such services. This typically includes psychiatrists, psychologists, and licensed clinical social workers. MIGRANT OR SEASONAL FARM WORKER (MSFW) - A migrant farm worker, a migrant processing worker, or a seasonal worker. MILITARY SERVICE – Reporting for active duty. MONETARY DETERMINATION – A written notice issued to inform an individual of whether or not he/she meets the employment and wage requirements needed to establish entitlement to unemployment insurance, and, if entitled, the weekly and maximum benefit amounts that he/she may receive. MONETARY REDETERMINATION - A new determination made after reconsideration and/or re-computation of an unemployment insurance claimant‘s monetary entitlement based on the receipt of new employment and wage information.
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NEW CLAIM – (See Initial Claim) NO LONGER ATTENDING ANY SCHOOL - a situation where an individual is not attending any secondary school program seeking a secondary school diploma.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual NONMONETARY DETERMINATION – A written notice issued to inform an unemployment insurance claimant and/or employer about the determination of eligibility arising from issues of separations from work or other eligibility requirements. NONTRADITIONAL EMPLOYMENT - Occupations or fields of work for which individuals from one gender comprise less than 25 percent of the individuals employed in each such occupation or field of work. NORTH AMERICAN FREE TRADE AGREEMENT (NAFTA) -- Establishes Transitional Adjustment Assistance (TAA) for workers in companies affected by imports from Mexico or Canada or by shifts of U.S. production to those countries.
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OBJECTIVE ASSESSMENT - Objective (comprehensive) assessment is a client-centered, diagnostic approach to evaluating the needs of a participant without regard to services or training programs already available in a local area. It is an independent, comprehensive evaluation of an individual designed to identify information vital to the design of an individual service strategy. Objective assessment is an ongoing process and should not be viewed as a one-time event. It should be a multi-faceted approach that includes a full array of options including items such as structured interviews, paper and pencil tests, performance tests, behavioral observations, interest inventories career guidance instruments, aptitude tests, and basic skill tests. As an ongoing process, it must be revisited regularly and amended, as appropriate, when additional needs are identified or goals achieved. Note: Must provide an objective assessment of each youth participant, that meets the requirements of WIA section 129(c)(1)(A), and includes a review of the academic and occupational skills levels, as well as the service needs, of each youth. OCCUPATIONAL (VOCATIONAL) CERTIFICATE - A credential earned by completing a training program for a specific industry or career; programs vary in length from one to more than four semesters of full-time study. They are generally state-recognized and thus carry college credit, although this credit does not necessarily transfer to a college degree program. OCCUPATIONAL SKILLS - Primary occupational skills include the proficiency to perform actual tasks and technical functions required by certain occupational fields at entry, intermediate or advanced levels. Secondary occupational skills entail familiarity with, and use of, set-up procedures, safety measures, work-related terminology, record keeping and paperwork formats, tools, equipment and materials, and breakdown and clean-up routines. Individuals without these occupational skills would be considered deficient.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual OCCUPATIONAL SKILLS TRAINING - Includes both (1) vocational education which is designed to provide individuals with the technical skills and information required to perform a specific job or group of jobs, and (2) on-the-job training. OFFENDER – Any adult or juvenile: (A) Who is or has been subject to any stage of the criminal justice process, for whom services under this Act may be beneficial; or (B) Who requires assistance in overcoming artificial barriers to employment resulting from a record of arrest or conviction. OLDER YOUTH - An individual that falls within the ages of 19 through 21 at the date of registration. ONE-STOP CAREER CENTER - Under the Workforce Investment Act, every local System must have at least one One-Stop Career Center. A One-Stop Center is a facility that makes a wide range of the system's services available at a single site, through self-service or with staff help. The number of centers, the services offered and the manner in which they are given will vary from one area to another, according to local needs and resources. In Virginia, these Centers are referred to as ―Workforce Virginia Centers.‖ ONE-STOP PARTNER - The term ―one-stop partner‖ means (A) An entity described in section 121(b)(1); and (B) An entity described in section 121(b)(2) that is participating, with the approval of the local board and chief elected official, in the operation of a one-stop delivery system. ONE-STOP SYSTEM - The network of workforce products and services that meets business and jobseeker needs in whatever manner and location is most effective and convenient for the customer. Customers can choose to use the system's products and services in different ways. They may call a toll-free number ( 1 888 980-WORK) or connect through a personal computer at home or in a neighborhood library. They may receive individualized assistance in a communitybased agency, an educational institution, or a one-stop career center, Workforce Virginia Center. ON-SITE INDUSTRY-SPECIFIC TRAINING - This is training which is specific to the needs of a particular employer and/or industry. Participants may be trained according to requirements developed by an employer for a job site. There may be an agreement to hire participants who have successfully completed training. ON-THE-JOB TRAINING - Training by an employer that is provided to a paid participant while engaged in productive work in a job that (A) Provides knowledge or skills essential to the full and adequate performance of the job; (B) Provides reimbursement to the employer of up to 50 percent of the wage rate of the participant, for the extraordinary costs of providing the training and additional supervision related to the training; and 97
Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual (C) Is limited in duration as appropriate to the occupation for which the participant is being trained, taking into account the content of the training, the prior work experience of the participant, and the service strategy of the participant, as appropriate. Note: In most cases, on-the-job training is not an appropriate work experiences activity for youth participants under age 18. OSERS -- Office of Special Education and Rehabilitative Services. OSERS is federal office within the US Department of Education that administers special education and rehabilitation services. OUTCOMES - Specific, measurable desired changes in conditions (knowledge, skills, attitudes and behaviors) resulting from strategies. OUT-OF-SCHOOL YOUTH determined at the time of registration - The term ―out-of-school youth‖ means: (A) An eligible youth who is a school dropout; or (B) An eligible youth who has received a secondary school diploma or its equivalent but is basic skill deficient, unemployed, or underemployed. OUTREACH - An effort by program staff to encourage individuals in the service delivery area to use the program services. OVERPAYMENT – An amount of benefits paid to an individual to which the individual was not legally entitled.
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PARTICIPANT – The term ―participant‖ means any individual who has: (1) been determined eligible for participation upon intake; and (2) started receiving employment, training, or services (except post-termination/follow-up services) funded under WIA following intake. Participation shall begin on the first day, following determination of eligibility, in which the individual began receiving subsidized employment, training, or other services provided under WIA. PARTNER – Entities included in the definition of a ―one-stop partner‖ as well as other entities that provides services through collaboration with the local program. PERFORMANCE MEASURES – The WIA regulations include 17 performance measures or indicators. The performance measures focus on entering employment, retaining employment, increasing wages, and increasing academic or occupational skills (and related credentials). The measures are categorized by program (i.e., adult, dislocated worker, older youth, and younger youth). The performance indicators also include customer satisfaction measures. Customer satisfaction is measured for both individual participant customers and employer customers. Many
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual of the outcomes are measured using data gathered from the Unemployment Insurance reporting system. PERSONAL RESPONSIBILITY AGREEMENT - An agreement signed between the welfare recipient and the State of Virginia. Agreement also has strict rules which welfare recipients must adhere to. PERSONAL RESPONSIBILITY AND WORK OPPORTUNITY RECONCILIATION ACT (PRWORA) OF 1996 - The Federal welfare reform law that established the Temporary Assistance for needy Families (TANF) program which transforms welfare into a system that requires work and provides for time-limited financial assistance. PLACEMENT - The act of obtaining unsubsidized employment for or by a participant. PRE-APPRENTICESHIP TRAINING - Any training designed to increase or upgrade specific academic, or physical skills required as a condition for entry into a specific type of work. PRE-ENROLLMENT ASSESSMENT - A process to determine the employability and training needs of participants before enrolling them into the program. Individual factors considered during pre-enrollment assessment include: a judgment of vocational interests, abilities, previous education and work experience, income requirements, and personal circumstances. PREGNANT OR PARENTING YOUTH - An individual who is under 22 years of age and pregnant, or a youth (male or female) who is providing custodial care for one or more dependents who are under 18 years of age. Males do not qualify as a parent until the child is born. PROFILING - Profiling identifies the claimants who are most likely to exhaust their unemployment benefits. The Profiling Orientation sessions allow workforce center staff to make preliminary assessments of the claimant's marketable job skills, their likelihood to return to the workforce or their need for additional training/retraining. PUBLIC ASSISTANCE - Means Federal, State, or local government cash payments for which eligibility is determined by a needs or income test.
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QUALIFIED APPRENTICESHIP – A program approved and recorded by the ETA / Bureau of Apprenticeship and Training (BAT) Approval is by certified registration or other appropriate written credential. (TEGL 7-99)
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual
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RAPID RESPONSE - Early intervention services provided by the state or by an agency chosen by the state in case of a factory closing, significant layoff or a natural or other disaster that causes job loss for large numbers of workers, in order to assist dislocated workers in obtaining reemployment as soon as possible. REFEREE – (See Administrative Law Judge) REGISTRATION – Registration is the process of collecting information to support a determination of eligibility. It is also the point at which performance accountability information begins to be collected. Individuals who are seeking information only, and who do not require a significant degree of staff assistance, do not need to be registered. All youth participants must be registered prior to the receipt of any WIA funded youth services. REHABILITATION SERVICES - Services provided by a licensed or authorized professional in accordance with an individualized plan of care intended to improve or maintain a client's quality of life and optimal capacity for self-care. Services include physical and occupational therapy, speech pathology, and low-vision training. REMEDIAL EDUCATION - Educational instruction, particularly in basic skills, to raise an individual's general competency level in order to succeed in vocational education, or skills training programs, or employment. REOPENED CLAIM – An application for unemployment insurance filed after a break in a claim of at least one week caused by something other than employment. (See Additional Claim.) RESUME - The basic document that shows a job candidate‘s employment and academic qualifications, and history of employment. It is a requirement to apply for most jobs and an opportunity to show why the candidate is best suited for the job being applied for. RETENTION - Continuing or keeping a job, usually for at least 90 days or more.
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SCANS Competencies - Developed by the US Department of Labor‘s Secretary‘s Commission on Achieving Necessary Skills, these are a specific set of skills and competencies determined by the commission as those people need to succeed in the world of work. SCHOOL DROPOUT – A person who is not in school and who has not received a secondary school diploma or a General Equivalency Diploma (GED).
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual SECRETARY‘S COMMISSION ON ACHIEVING NECESSARY SKILLS (SCANS) A Labor Department initiative to study employer needs in the marketplace. It categorizes specific employee skills required by employers. SECTOR - A group of closely interrelated industries that use common technologies or draw on similar resources, such as particular occupations or raw materials (e.g., healthcare, manufacturing, transportation). SELF-SUFFICIENCY - The ability to earn enough money to support oneself. SEPARATION ISSUE – Issues that must be adjudicated to determine if an unemployment insurance claimant‘s reason for separation is disqualifying under state law, issues generally involve voluntary leavings (quits), discharges (misconduct), or labor disputes. SOCIAL SECURITY NUMBER (SSN) – The 9-digit identification number assigned to an individual by the Social Security Administration under the Social Security Act. SOFT SKILLS — Non-technical skills that build an individual‘s ability to succeed in any workplace. Examples include teamwork, interpersonal communication, working well with supervisors, time management, and conflict resolution. STIPEND – Monetary payment, used as an incentive to retain youth in a program, which may be given upon completion of established benchmarks or upon final program completion. The guidelines providing stipends to youth participants must be described in local policy. SUBSIDIES - Cash assistance or similar payments for transportation, housing, food or other basic expenses. SUBSTANCE ABUSER - An individual dependent on alcohol or drugs, whose dependency results in a significant barrier to employment. SUITABLE WORK - Work that is determined to be reasonable for a UI claimant (considering his or her skills, training, education and experience.) SUMMER EMPLOYMENT OPPORTUNITIES -Summer employment must provide direct linkages to academic and occupational learning, such as coordinating with school systems and/or school-to-work, and may provide other elements and strategies as appropriate to serve the needs of the participant. This service is not intended to be a stand-alone activity and should be part of a comprehensive strategy to address the youth's employment and training needs. SUPPORTIVE SERVICES - Services that are needed to help a person to participate in job training or job search. Supportive services may include transportation, health care, financial assistance, drug and alcohol abuse counseling and referral, individual and family counseling,
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual special services and materials for individuals with disabilities, job coaches, child care and dependent care, temporary shelter, financial counseling, and other reasonable expenses required for participation in the program and may be provided in-kind or through cash assistance.
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TEMPORARY ASSISTANCE FOR NEEDY FAMILIES (TANF) — Time limited public assistance payments made to poor families, based on Title IV-A of the Social Security Act. Under the Personal Responsibility and Work Opportunity Reconciliation Act (PRWORA), which was signed into law in 1996, TANF funds may also be used by states to fund job-placement programs for TANF recipients and other low-income populations. Purpose is to provide temporary assistance to families with dependent children who are deprived of basic support due to death, desertion or unemployment of one or both parents. Formerly Aid to Families with Dependent Children. (AFDC) TEST OF ADULT BASIC EDUCATION (TABE) — A widely used diagnostic and evaluative tool that measures basic reading, math, and language skills for adults with low literacy levels; often used for program placement, skills assessment, or as a measure of student progress. TRADE ADJUSTMENT ASSISTANCE (TAA) -- Trade Adjustment Assistance service and allowances provided for achieving reemployment of adversely affected workers, including TRA, training, and other re-employment services, and job search allowance and relocation allowances. TRADE READJUSTMENT ALLOWANCE (TRA) - A federal program created under the Trade Adjustment Act to retrain workers laid off due to increased imports or whose employment was moved to Canada or Mexico. TRA benefits may be payable to eligible workers following exhaustion of their unemployment insurance benefits, if they are participating in or have completed an approved training program. TRAINING MARKET - A training market reflects an approach with vendors selling training directly to individual participants rather than through intermediary organizations. TRAINING SERVICES -- The education and employment training services to be offered at no cost to One-Stop system customers who have been unable to get a job after having received one or more core services and one or more intensive services (see also Individual Training Account - ITA). TRANSITIONAL BENEFITS -Child care and Medicaid benefits given to a recipient for a period of time after their time limits have expired. Recipient is usually employed at this time. TUITION REIMBURSEMENT - Partial or full payment by employers, public entities, or others for courses that individuals take at educational institutions. Payment is made either to the institution or reimbursed or paid upfront to the employee.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual
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UNEMPLOYMENT COMPENSATION (UC) - Program or Unemployment Insurance (UI) program – The federal/state program that provides unemployment benefits to eligible individuals covered under state or federal unemployment insurance laws. UNEMPLOYMENT COMPENSATION PROGRAM FOR FEDERAL EMPLOYEES (UCFE) – The federal unemployment insurance program that provides benefits to former employees of the federal government. UNEMPLOYMENT COMPENSATION FOR EX-SERVICE MEMBERS (UCX) - The federal unemployment insurance program that provides benefits to ex-service members. UNIVERSAL SERVICES - Services available to every individual through the One-Stop system without regard to any specific eligibility criteria, including information about job vacancies, career options, employment trends, job search techniques, resume writing, and access to the employment training provider lists. UNSUBSIDIZED EMPLOYMENT - A job for which wages are paid directly by the employer and that is not subsidized through any government program.
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VETERAN - RELATED DEFINITION – The term ―eligible veteran‖ means a person who (a) Served on active duty in the military, naval or air service (of the United States) for a period of more than 180 days and was discharged or released therefrom with other than a dishonorable discharge; or (b) Was discharged or released from active duty because of a service-connected disability; or (c) Was discharged as a member of a reserve component under an order to active duty pursuant to section 672(a), (d), or (g), 673, or 673b of Title 10, who served on active duty during a period of war or in a campaign or expedition for which a campaign badge is authorized and was discharged from such duty with other than a dishonorable discharge. [38 USC 2011(4)] I. Campaign Veteran - Served on active duty during a war or in a campaign or expedition for which a campaign badge or expeditionary medal has been authorized as identified and listed by the Office of Personnel Management (OPM). An updated listing of those campaigns may be obtained on the OPM website: http://www.opm.gov/veterans/html/vgmedal2.htm.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual II. Vietnam-era Campaign Veteran - Served in the active U.S. military and who was discharged or released from such service under conditions other than dishonorable during the Vietnam-era (the period beginning February 28, 1961 and ending May 7, 1975, if the veteran served in the Republic of Vietnam during that period; and the period beginning August 5, 1964 and ending May 7, 1975 in all other cases). III. Disabled Veteran -Entitled to compensation regardless of rate (include those rated at zero percent) for a disability under laws administered by the Department of Veterans' Affairs (DVA), or who was discharged or released from active duty because of a serviceconnected disability. IV. Special Disabled Veteran - Individual's disability is rated at thirty percent or more by the DVA, or at 10 or 20 percent for a serious employment disability. V. Recently Separated Veteran - A veteran who applied for participation under WIA Title I within 12 months after discharge or release from active military duty. VOCATIONAL ADULT BASIC EDUCATION (VABE) - Programs that teach basic literacy skills to native English-speaking students in the context of preparing them to work in a specific occupation. VOCATIONAL ENGLISH AS A SECOND LANGUAGE (VESL) - Programs that teach basic literacy skills to non-native English speaking students in the context of preparing them to work in a specific occupation. VOCATIONAL EXPLORATION TRAINING - A process to find out, by testing or counseling, what job occupations will best fit a customer‘s abilities and needs. VOCATIONAL REHABILITATION - An agency or program that provides vocational services to individuals with disabilities. Every state has a State Vocational Rehabilitation agency with local district offices. The state/federal program is administered by Rehabilitation Services Administration (RSA), within the Office of Special Education and Rehabilitation Services (OSERS), in the US Department of Education. The state and local vocational rehabilitation program is a mandatory One-Stop employment service partner.
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WEEKLY BENEFIT AMOUNT (WBA) – The amount payable to an unemployment insurance claimant for each compensable (eligible) week of total unemployment. WELFARE AND/OR PUBLIC ASSISTANCE RECIPIENT - A person who, during the course of the program year, receives or is a member of a family who receives cash welfare or public assistance payments under a Federal, State, or local welfare program.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual WORK EXPERIENCE - A temporary activity (six months or less) which provides a person with the opportunity to gain the skills and knowledge necessary to perform a job, including work habits and behaviors, and which may be combined with classroom or other training. WORK SEARCH – An individual state requirement that the claimant must seek suitable work in a week for which benefits are claimed. WORKFORCE INTERMEDIARIES - Organizations that provide resources such as programdesign assistance, assistance evaluation, and others to workforce program providers. WORKFORCE INVESTMENT ACT (WIA) - An Act of the United States Congress to establish programs to prepare youth and unskilled adults for entry into the labor force and to give job training to those economically disadvantaged individuals and other individuals who face serious barriers to employment and who are in need of such training to obtain prospective employment. The Workforce Investment Act (WIA) of 1998 supersedes the Job Training Partnership Act (JTPA) and provides a broad range of workforce-development activities through both statewide and local organizations. WORKFORCE INVESTMENT ACTIVITY – The term ―workforce investment activity‖ means an adult or dislocated worker employment and training activity, and a youth activity.
WORKFORCE INVESTMENT BOARD (WIB) (Local) - Replaces local Private Investment Councils; members are appointed by the chief elected official (CEO); WIBs have the role of strategic planning, policy development and oversight of the local workforce investment system. Like the state WIB, the local WIBs require 51% business membership with a minimum of 2 labor representatives. WORKING POOR - Individuals working below the livable wage level. They are often one emergency or one missed paycheck away from needing public assistance. WORKKEYS - A national ACT system for teaching and assessing workplace skills places an emphasis on skills not education levels. It connects "knowing with doing and learning with earning." WTW - WELFARE-TO-WORK - A series of federal and state plans to move people from welfare into employment and training for better jobs. WORKFORCE INVESTMENT ACT (WIA) TITLE I TRAINING FUNDS (INDIVIDUAL TRAINING ACCOUNTS) - Funds that can be used by registered WIA participants for state and local workforce board–approved training programs. The majority of training funds are distributed through vouchers called Individual Training Accounts, but training contracts are also permissible under federal law.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual
WORKFORCE INVESTMENT ACT (WIA) Title II - Funds that are meant to assist those who lack basic educational skills (including reading, numeracy, and English-language skills), do not have a high school diploma or GED, or who lack literacy in English. Eligible providers include community colleges, regional offices of education, CBOs, public schools, and universities. WORKFORCE INVESTMENT BOARDS - Local and State (LWIB and SWIB) — advisory committees established under WIA whose purpose is to set policy and direction for implementation of the workforce investment system and, at the state level, to foster cooperation between the government and private sector to meet the workforce preparation needs of employers and workers. Members may consist of businesses, educational entities, labor organizations, community-based organizations, and/or economic development agencies. Replaces State Private Investment Council or Human Resource Investment Council; is established by the Governor with membership meeting Federal guidelines; 51% must be representatives of business; minimum 2 labor representatives; the SWIB develops the state plan and oversees how it is carried out.
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YOUNGER YOUTH - An individual that falls within the ages of 14 through 18 at the date of registration. YOUTH - In the WIA program, any young person, between the age of 14 and 21 years of age, who may be in school or out-of-school, and whose family income is within the WIA Low Income Guidelines. YOUTH ACTIVITY - An activity described in section 129 that are carried out for eligible youth (or as described in section 129(c)(5)). YOUTH COUNCIL – The term ―youth council‖ means a council established under section 117(h) of the Act.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual Virginia Employment Commission Workforce Investment Act Guidelines for Determining WIA Eligibility Click the link below and scroll down to ―Virginia WIA Eligibility Guidelines” (all files are in Adobe PDF format) for the most updated guidelines. A hardcopy is also included in this manual. http://www.vec.virginia.gov/vecportal/wia/vaplans.cfm
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual COMMON ACRONYMS AARP – American Association of Retired People ACSI – American Customer Service Index ADD – Administration on Developmental Disabilities AJB –America‘s Job Bank ALJ – Administrative Law Judge AT – Assistive Technology AWTS – America‘s Workforce Technology Solutions BBA – Balanced Budget Amendment (1997) BLS – Bureau of Labor Statistics CCE – Certificate of Continuing Eligibility CED – Committee for Employees with Disabilities CHIP – Children‘s Health Insurance Program COBRA – Consolidated Omnibus Budget Reconciliation Act of 1985 CRP – Community Rehabilitation Provider DDHQ – Division of Disability Hearings Quality DME – Durable Medical Equipment DOL – Department of Labor DOT – Dictionary of Occupational Titles (see O*NET) DRS – Department of Rehabilitative Services DVOP – Disabled Veterans Outreach Program EAP – Employee Assistance Program EEO – Equal Employment Opportunity ERISA – Employee Retirement Income Security Act ET – Employment & Training BC/BS – Blue Cross/Blue Shield BRAC – Base Realignment and Closure CES – Current Employment Statistics CLEO – Chief Local Elected Official CPOC – Central Point of Contact Person ACK – America‘s Career Kit ADA – Americans with Disabilities Act ADEA – Age Discrimination in Employment Act of 1967 AJLA – America‘s Job Link Alliance ALMIS – America‘s Labor Market Information System ATAA – Alternative Trade Adjustment Assistance
DLRP – Disability Law Resource Project DOE – Department of Education DOLETA – Department of Labor‘s Employment and Training Administration DP – Data Processing DSS – Department of Social Services
EN’s – Employment Networks ES – Employment Services ETP – Eligible Training Provider
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual FBO – Faith Based Organization FECA – Federal Employees‘ Compensation Act FICA – Federal Insurance Contributions Act (SS) FLSA – (Federal) Fair Labor Standards Act FPL – Federal Poverty Rate FTA – Federal Transit Administration GAO – General Accounting Office GED – General Equivalency Diploma HHA – Home Health Agency HHS – Department of Health and Human Services (Federal) HMO – Health Maintenance Organization IDEA – Individuals with Disabilities Education Act ‗75 IEP – Individualized Employment Plan IRS – Internal Revenue Service ITA – Individual Training Accounts JTPA – Job Training Partnership Act LAUS – Local Area Unemployment Statistics LLSIL – Lower Living Standard Income Level LMI – Labor Market Information LWIA – Local Workforce Investment Area LTC – Long -Term Care MLS – Mass Layoff Statistics MSA – Metropolitan Statistical Area MSHA – Mine Safety and Health Administration NAFTA – North American Foreign Trade Agreement NCD – National Council on Disability LEO – Local Elected Official LMA – Labor Market Area LVER – Local Veterans Employment Representative LWIB – Local Workforce Investment Board MOU – Memorandum of Understanding (Partner Agreement) MSFW – Migrant Seasonal Farm Worker FCC – Federal Communications Commission FEDES – Federal Employment Data Exchange FLS – Family Literacy Services FMLA – Family and Medical Leave Act FRA – Full Retirement Age FUTA – Federal Unemployment Taxes GATB – General Aptitude Test Battery GED – General Educational Development HIPPA – Health Insurance Portability and Accountability Act HUD –Housing and Urban Development ILC – Independent Living Center ISS – Individual Service Strategy IT – Information Technology IWP – Individual Work Plan
NAWB – National Association of Workforce Boards NCP – Non-Custodial Parent
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual NCWD – National Center on Workforce & Disability NLRB – National Labor Relations Board ODEP – Office of Disability Employment Policy O*NET – Occupational Information Network OIG – Office of Inspector General OMB – Office of Management and Budget OQA – Office of Quality Assurance & Performance Assessment OY – Older Youth Part C – Medicare + Choice program (1997) PIC – Private Industry Council PWD – Person With Disability QDWI – Qualified Disabled and Working Individuals RFP – Request for Proposal RTC – Rural Training Center SDA – Service Delivery Area SIC – Standard Industrial Code SSDI – Social Security Disability Insurance SWIB – State Workforce Investment Board TAA – Trade Adjustment Assistance TAPR – Trade Act Participant Report TEGL – Training and Employment Guidance Letter TRA – Trade Adjustment Assistance TtW – Ticket to Work UCFE – Unemployment Compensation for Federal Employees UI – Unemployment Insurance VEC – Virginia Employment Commission NEG – National Emergency Grant NOD – National Organization on Disability OHA – Office of Hearings and Appeals (SSA) OES – Occupational Employment Statistics OJT – On the Job Training OPM – Office of Personnel Management OSERS – Office of Special Education & Rehabilitation Services PBGC – Pension Benefit Guaranty Corporation PPO’s – Preferred Provider Organizations QMB’s – Qualified Medicare Beneficiaries RFQ – Request for Qualifications SHRM – Society for Human Resource Management SSA – Social Security Administration SSI – Supplemental Security Income TANF – Temporary Assistance to Needy Families TDD – Telecommunication Device for the Deaf TEIN – Training and Employment Information Notice TRS – Telecommunications Relay Device TTY – Teletypewriter: replaces term TDD UCX – Unemployment for ex-Military Personnel USC – United States Code VWNIS – Virginia Workforce Network
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual WARN – Worker Adjustment & Retraining Notification Act WIASRD – WIA Standardized Record Data WOTC –Work Opportunity Tax Credit WS – Workforce Services YIELD – Youth Integration Education Leadership Discovery YY – Younger Youth Information System WIA – Workforce Investment Act WIB – Workforce Investment Board WRIS – Wage Record Interstate System WtW – Welfare to Work YOG – Youth Opportunities Grants
COMMON DEFINITIONS
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ABLE AND AVAILABLE (A&A) - The requirement that a recipient of unemployment insurance (UI) benefits be able to work and available for work in order to receive benefits. ADDITIONAL CLAIM – An application for unemployment insurance benefits for a new period of unemployment within a benefit year after a break in benefits of at least one week due to employment. ADJUDICATOR – An individual who, on behalf of the state, investigates issues which could affect unemployment insurance benefit eligibility and who issues initial determinations resolving those issues. ADMINISTRATIVE LAW JUDGE (ALJ) – An individual who conducts hearings and makes decisions after initial determinations have been appealed. (Also called hearing officer or referee.) ADULT - For the purpose of the WIA programs is an individual who is age 18 or older. ADULT EDUCATION - Instruction in reading, writing, and mathematics for adults at lower literacy levels; includes adult basic education (ABE), English as a Second Language (ESL), and preparation for the General Education Development (GED) test. ADULT BASIC EDUCATION (ABE) - Education for adults whose inability to read, write or speak English or to effectively use mathematics is a barrier to their ability to get or keep employment. ABE is designed to improve their ability to benefit from training and improve their opportunities for employment and to meet adult responsibilities. 111
Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual ADULT SECONDARY EDUCATION SKILLS - Education for adults consisting of courses in mathematics, reading, history, science, government, language arts, and other courses and classes that lead to a high school diploma or a General Education Development (GED) Certificate. ADVANCED TRAINING – An occupational skills employment / training program, not funded under Title I of the WIA, which does not duplicate training received under Title I. Includes only training outside of the One-Stop, WIA and partner, system (i.e., training following exit). AMERICA’S JOB BANK (AJB) - A website where job seekers can post their resumes and search for job openings. Employers can post job listings in the nation's largest online labor exchange, create customized job orders, and search resumes. APPEAL – A request for a hearing to reconsider a state agency‘s decision about an individual‘s unemployment insurance benefits. APPEAL DECISION – The written ruling that is issued to one or more parties as a result of an appeal. If more than one person is involved, only one decision is made which applies to all the claimants involved in the appeal. APPRENTICESHIP PROGRAM - A program combining on-the-job training with related instruction that enables workers to master the practical and technical skills required for a skilled occupation. APTITUDE- A natural or acquired talent or ability or quickness in learning and understanding. ASSOCIATE DEGREE - The degree awarded after a two-year period of study that can be either terminal (vocational) or transfer (the first two years of a bachelor‘s degree). The vocational degree is the Associate of Applied Science (AAS) and the transfer degree may be either the Associate of Arts (AA) or the Associate of Science (AS).
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BACKDATED CLAIM – An unemployment insurance claim with an effective date in any week prior to the week in which it was filed. BARRIERS TO EMPLOYMENT - Conditions that may make employment difficult for certain individuals. Individuals with such barriers may include: single parents, displaced homemakers, youth, public assistance recipients, older workers, substance abusers, teenage parents, veterans, ethnic minorities, and those with limited English speaking ability or a criminal record or with a lack of education, work experience, credentials, transportation or child care arrangements.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual BASIC EDUCATION - Instruction usually conducted in an institutional setting that is directed towards imparting the basic skills of communication, computation, problem solving, health, consumer development, and citizenship. Instruction for youth could include, but not be limited to, enrollment in a secondary school. Adult Basic Education would include upgrading the same basic skills, however, it is directed towards adults who are generally classified as functionally illiterate, undereducated, or whose inability to speak, read or write the English language constitutes a substantial impairment of their ability to get or retain employment commensurate with their real ability. Such instruction is designed to raise the level of education of such individuals with a view to making them less likely to become dependent on others, to improving their ability to benefit from occupational training and otherwise increasing their opportunities for more productive and profitable employment. BASIC LITERACY SKILLS DEFICIENT - The term ―deficient in basic literacy skills‖ is defined at the local level. These definitions may establish such criteria as are needed to address the local concerns, and must include a determination that an individual: (A) Computes or solves problems, reads, writes, or speaks English at or below the 8th grade level on a generally accepted standardized test or a comparable score on a criterion referenced test; or (B) Is unable to compute or solve problems, read, write, or speak English at a level necessary to function on the job, in the individual‘s family or in society. Note: Grade Level scores below 9.0 (e.g.8.9) should be considered as at or below the 8th grade level. BASIC PERIOD (BP) – The time period on which an unemployment insurance claim is based. Earnings during this time period are used to establish the UI claim. It may be the first four of the last five completed calendar quarters or the state may use an alternate period if there are insufficient earnings in the primary period. BASIC SKILLS - Fundamental skills such as literacy, reading comprehension, writing, math, and English language competency that are crucial to success in a workplace. BELOW GRADE LEVEL – An individual with educational attainment that is one (1) or more grade levels below the grade level appropriate to the age of the individual. BENEFIT RIGHTS INTERVIEW (BRI) - Information provided to an unemployment insurance claimant for the purpose of explaining the individual‘s rights and responsibilities under the applicable state unemployment compensation law or federal law. BENEFIT YEAR (BY) - The time period, beginning with the first week of a claim, during which a claimant may draw out unemployment insurance benefits due based on a claim. This may not always be a full calendar year.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual BRIDGE PROGRAM - Program designed to prepare individuals, particularly those individuals with literacy levels below ninth grade, to enter and succeed in postsecondary education and training leading to career-path employment.
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CALENDAR QUARTER - One fourth of the calendar year. The quarters are: January 1 March 31, April 1 - June 30, July 1 - September 30, and October 1 - December 31. CALENDAR WEEK - Seven consecutive days beginning on Sunday and ending on Saturday, except in at least one state where seven consecutive days beginning Monday and ending Sunday is considered the calendar week. CALL CENTER – A center of operations unemployment insurance claims are taken over the telephone. CASE MANAGEMENT – The term ―case management‖ means the provision of a clientcentered approach in the delivery of services designed: (A) To prepare and coordinate comprehensive employment plans, such as service strategies, for participants to ensure access to necessary workforce investment activities and supportive services, using, where feasible, computer-based technologies; and (B) To provide job and career counseling during program participation and after job placement. CHIEF ELECTED OFFICIAL - The term ―chief elected official‖ means: (A) The chief elected executive officer of a unit of general local government in a local area; and (B) In a case in which a local area includes more than one unit of general local government, the individuals designated under the agreement described in section 117(c)(1)(B) MULTIPLE UNITS OF LOCAL GOVERNMENT IN AREA(i) IN GENERAL – In a case in which a local area includes more than 1 unit of general local government, the chief elected officials of such units may execute an agreement that specifies the respective roles of the individual chief elected officialsi. In the appointment of the members of the local board from the individuals nominated or recommended to be such members in accordance with the criteria established under subsection (b); and ii. In carrying out any other responsibilities assigned to such officials under this subtitle. (ii) LACK OF AGREEMENT- if, after a reasonable effort, the chief elected officials are unable to reach agreement as provided under clause i. the Governor may appoint the members of the local board from individuals so nominated or recommended.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual CHILD/DEPENDENT CARE (FAMILY CARE) - A supportive service that helps parent(s) meet their family care needs. Family care ranges from day care outside the home or in-home to after school programs (outside the home or in-home). It usually includes supervision and shelter, and may include subsistence and transportation. CLAIMANT - An individual who files a claim for unemployment insurance benefits. CLAIMS SPECIALIST OR CLAIMS TAKER – A person who assists in the filing of unemployment insurance claims and offers related assistance to claimants. COMMUNITY-BASED ORGANIZATION – The term ―community-based organization‖ means a private nonprofit organization that is representative of a community or a significant segment of a community and that has demonstrated expertise and effectiveness in the field of workforce investment. COUNSELING - A service which is the process of assisting participants in realistically assessing their needs, abilities, and potential; of providing guidance in the development of vocational goals and the means to achieve them; and of helping with the solution of a variety of personal problems occurring during participation. CREDENTIAL – A nationally recognized degree or certificate or State/locally recognized credential. Credentials include, but are not limited to, a high school diploma, GED or other recognized equivalents, post-secondary degrees/certificates, recognized skill standards, and licensure or industry-recognized certificates. States should include all State Education Agency recognized credentials. In addition, States should work with local Workforce Investment Boards to encourage certificates to recognized successful completion of the training services listed above that are designed to equip individuals to enter or re-enter employment, retain employment, or advance into better employment. COLLABORATION - A mutually beneficial and well-defined relationship entered into by two or more organizations to achieve common goals without duplicating services. The relationship includes: commitment to mutual relationships and goals; a jointly developed structure and shared responsibility; mutual authority and accountability for success; and sharing of resources and rewards. COMBINED WAGE CLAIM (CWC) – An unemployment insurance claim based on wage credits from more than one state. COMMUNITY - A group of individuals or families that share certain values, services, institutions, interests, or geographic proximity. COMMUNITY BASED ORGANIZATION (CBO) - A non-profit organization that originates and is developed locally to serve the needs of the community in which it is based. Services provided are varied and can include health, education, housing, and employment training. 115
Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual COMMUNITY BASED SERVICES - Services provided to individuals, family members, or other caregivers in the community, e.g. schools, churches, etc., rather than in an institution. These services are an alternative to facility-based services or Institutionalization. COMMUNITY COLLEGE - A public two-year institution of higher education, offering instruction in programs adapted to the needs of the community; programs may include adult education, certificate and degree programs, workforce preparation, noncredit continuing education, and customized training for business. COMMUNITY HOUSING DEVELOPMENT ORGANIZATIONS (CHDOs) Organizations certified by the state to provide grants for tenant-based rental assistance, assistance to first time homebuyers, property acquisition, new construction (justification required for neighborhood revitalization and special needs) reconstruction, moderate rehabilitation, substantial rehabilitation, site improvements, demolition, relocation, and other activities with prior approval of Housing and Urban Development. COMMUNITY SERVICES BLOCK GRANT (CSBG) - Federal program aimed at ameliorating the causes and conditions of poverty in communities. The funds provide a range of services and activities to assist the needs of low-income individuals, including the homeless, migrants, and the elderly. COMPETENCY BASED CURRICULA - Curricula defined in terms of the abilities, knowledge, and skills a student should be able to demonstrate once they have completed the course. The competencies that provide the learning objectives for bridge programs are based on the requirements of entry and success at the next levels of education and employment. CONTINUES CLAIM – A claimant‘s weekly certification of eligibility for unemployment insurance during a claim series. CONTINUUM OF CARE - A comprehensive array of services available at any intensity or level of need required to adequately address the needs of an individual so that they may attain their maximum potential. CONTRIBUTING EMPLOYER - An employer who pays taxes (contributions) to the state unemployment insurance fund. CONTRIBUTIONS (Taxes) - Payroll taxes paid by employers that are used to pay unemployment insurance benefits. CORE SERVICES - Services are available to all persons who seek assistance at any One-Stop Center or affiliate employment service provider. This may include: job search and placement assistance, labor market information, training information, information about filing for unemployment, food stamps or public benefits, child care or transportation assistance.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual CORE TRAINING – Employment -focused interventions which address basic vocational skills deficiencies that prevent the participant from accessing appropriate jobs and/or occupations. COUNSELING - Guidance or assistance to develop a participant‘s vocational or employment goals and the means to achieve those goals, or to assist the person with the solution to individual problems that may prevent him/her from accomplishing those goals, including, substance abuse counseling, job counseling, child care arrangements, or any other barrier that prevents their success in becoming self-supporting. COVERED EMPLOYER – An agency, business, organization or other employing unit that is subject to the unemployment insurance law of any state. COVERED EMPLOYMENT - Services for an employer that are covered by the unemployment insurance law. CRITICAL CONDITIONS - Community condition indicators that can be assessed and evaluated. Career Pathway*— a series of occupations within an industry that build from the relatively minimal skill and education requirements needed for entry-level employment to increasing levels of skills, experience, and/or formal education. CUSTOMER - Under WIA (Workforce Investment Act) definitions, a Customer is any person seeking assistance to find employment or training, whether employed or unemployed, and employers who need qualified workers for their company or training for the workers who are already employed with them. CUSTOMIZED TRAINING - A training program designed to meet the special requirements of an employer who has entered into an agreement with a Service Delivery Area to hire individuals who are trained to the employer's specifications. The training may occur at the employer's site or may be provided by a training vendor able to meet the employer's requirements. Such training usually requires a commitment from the employer to hire a specified number of trainees who satisfactorily complete the training.
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DEVELOPMENTAL NEEDS – Items, materials, situations, steps or acts that need to occur to aid in the growth of an individual or to assist an individual to realize or meet their potential. DISABILITY - The term ―disability‖ means, with respect to an individual: (A) A physical or mental impairment that substantially limits one or more of the major life activities of such individual; (B) A record of such an impairment; or (C) Being regarded as having such impairment.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual DISABLED VETERAN - A veteran who is entitled to compensation under laws administered by the Veterans Administration, or an individual who was discharged or released from active duty because of service-connected disability. DISADVANTAGED ADULTS - Educationally or skills disadvantaged adults are those persons who score below grade level on standardized tests. They require educational assistance to bring their basic skills to a level that would make them eligible for secondary (high school) education or to hold a job with basic English and math skills. DISLOCATED WORKER - A person who; (A) (i) has been terminated or laid off from their job, or who has received a notice of termination or layoff, from their employer; (ii) (I) is eligible for or has used up their unemployment payments; or (II) has been employed for long enough to show, to a program at a one-stop center referred to in section 134(c), attachment to the workforce act, but who can not get unemployment payments because of low earnings or having done work for an employer that is not covered under a State unemployment compensation law; and (iii) is not likely to return to the same type of work; (B) (i) has lost his or her job, or has received a notice of termination or layoff, from their job because of a permanent closure of, or a big layoff at a plant, facility, or company; (ii) is working at a facility where the employer has announced that it will close within 180 days; or (iii) in order to receive services besides the training services described in section 134(d)(4), intensive services described in section 134(d)(3), or supportive services, is employed at a place where the employer has made an announcement that the facility will close; (C) was self-employed (including employment as a farmer, a rancher, or a fisherman) but is unemployed because of the local economy where the individual lives or because of natural disasters; or (D) is a displaced homemaker.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual DISPLACED HOMEMAKER – A person who has been doing unpaid work for family members in the home and who(A) has been dependent on the income of another family member but is no longer supported by that income; and (B) is unemployed or underemployed and is having difficulty in finding a job or getting a better job. DOL, USDOL - United States Department of Labor, the federal department which regulates and funds state workforce activities.
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ECONOMICALLY DISADVANTAGED - An individual who is either a member of a family whose income is below the poverty level, or who is receiving cash benefits from a federal, state or local welfare program, or is receiving food stamps, or who is a homeless person, or who is a foster child, or is a disabled person. EDUCATIONALLY DISADVANTAGED ADULT - see Disadvantaged Adults. ELIGIBILITY - The meeting of specific qualifications to receive certain benefits; the criteria used by public assistance programs to determine which people may receive help. For example, to be eligible for the Food Stamp program, a person must meet certain income requirements and to be eligible for Medicare a person must be above a certain age. ELIGIBILITY BARRIERS FOR INCOME ELIGIBLE YOUTH - Eligible participants must also fall within one or more of the following categories: 1. Deficient in basic literacy skills; 2. School dropout; 3. Homeless, runaway, or foster child; 4. Pregnant or parenting; 5. Offender; or 6. An individual (including a youth with a disability) who requires additional assistance to complete an educational program, or to secure and hold employment. Note: CFR 664.210 states that criterion for this definition and the documentation to prove need shall be established at the local level by the Youth Council. It will be approved by the WIA Board, based on local area need, and must be included in local policy.
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ELIGIBILITY BARRIERS FOR THE FIVE PERCENT OF YOUTH PARTICIPANTS WHO DO NOT HAVE TO MEET INCOME ELIGIBILITY REQUIREMENTS 1. School Dropout; 2. Basic Skills Deficient; 3. Are one or more grade levels below the grade level appropriate to the individual's age; 4. Pregnant or parenting; 5. Possess one or more disabilities, including learning disabilities; 6. Homeless or runaway; 7. Offender; or 8. Faces serious barriers to employment as identified by the local board (WIA sec. 129(c)(5)). ELIGIBILITY REVIEW PROGRAM (ERP) – A program under which claimants are periodically contacted to review their eligibility for benefits, work search activities, and reemployment needs. ELIGIBLE TRAINING PROVIDER (ETP) - An organization, such as a public or private college and university, or community-based organization whose application has been approved by the local workforce board and approved for the state list of training services through the use of an Individual Training Account. ELIGIBLE TRAINING PROVIDER LIST - A statewide collection of providers that are approved to give services through the One-Stop system. These lists contain consumer information, including cost and performance information for each of the providers, so that participants can make informed choices on where to use their Individual Training Accounts. EMPLOYMENT SERVICE - The state level organization or public labor exchange system connected with the Department of Labor‘s United States Employment Service. ENGLISH AS A SECOND LANGUAGE (ESL) – English language education for adults whose inability to understand, speak, read, or write the English language is a barrier to their ability to get or keep employment. This also has effects on their real ability to function in society or successfully complete the citizenship application process. ENTERED EMPLOYMENT RATE - Method used to determine the percentage of participants who become employed. The percentage is calculated by dividing the number of total participants who were enrolled in the program by the number of participants who were placed or entered employment through the program.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual ENTRY-LEVEL OCCUPATION - The lowest paid occupations within an industry or firm, usually requiring minimal work experience and limited educational background as conditions for hire. Criteria differ widely from industry to industry. ESTIMATED BEGIN DATE - The date the participant is scheduled to begin each activity. ESTIMATED END DATE - The date the participant is scheduled to complete each training activity. ETA, DOL - Employment and Training Administration, the part of DOL with direct responsibility for WIA programs. EXIT - To separate a participant who is no longer receiving any WIA funded enrollment training or services (except follow-up services) or non-WIA funded services included in the service plan. HARD EXIT - The exiting of a WIA youth participant who has a date case closure, completion or known exit from WIA funded or non-WIA funded partner services. This must be initiated by the caseworker in two places: 1. In the case detail under "exit", and 2. In the case detail under "programs of enrollment" SOFT EXIT - When a participant has not received any WIA funded or non-WIA funded partner service for 90 days and is not scheduled to receive any future service except follow up services. This is done by Service Link automatically following the 90-day period.
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FAITH BASED ORGANIZATION (FBO) - Organization whose founding, governance, or membership is derived from a religious institution or religiously-affiliated entity. FAMILY LITERACY SERVICES (FLS) - Services that are sufficient to make lasting changes in a family, and that integrate all of the following activities: (1) literacy activities between parents and their children; (2) training for parents regarding how to be the primary teacher for their children and full partners in the education of their children; (3) parent literacy training that leads to economic self-sufficiency; and (4) an age-appropriate education to prepare children for success in school and life experiences. FIELD-SPECIFIC BRIDGE PROGRAM - A bridge program that prepares adults for collegelevel occupational certificate programs and advancement to entry-level skilled positions. These programs are geared toward participants who have decided upon a career sector focus. FOLLOW-UP - The tracking of what happens to participants when they leave the WIA program for a period of 180 days after first job placement. The reporting requirements include the
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual following information: employment status (number of Entered Employments/Placements at 180 days after program has ended), average hourly wage (earnings change at 180 days after program has ended), and job retention (of those enrolled in training, provide number of those still employed in trained occupation at 180 days after program has ended. FOOD STAMP PROGRAM - Provides basic food needs to low-income families. FOSTER CHILD – An individual under the age of 18 on behalf of whom State or local government payments are made. (WIA Act 101 (25)(E))
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GED - General Equivalency Diploma. A high school equivalency diploma, which is obtained by passing the General Educational Diploma Equivalency Test that, measures skills and knowledge generally associated with four years of traditional high school instruction.
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HEARING – The opportunity for parties to appeal an initial determination to be heard by an administrative law judge, hearing officer, or referee. HEARING OFFICER – See Administrative Law Judge. HISPANIC OR LATINO/LATINA - A person of Mexican, Puerto Rican, Cuban, Central or South American, or other Spanish culture or origin, regardless of race. HOMELESS – An individual who: (a) Lacks a fixed, regular, and adequate nighttime residence; and (b) Has a primary nighttime residence that is 1) A supervised publicly or privately operated shelter designed to provide temporary living accommodations (including welfare hotels, congregate shelters, and transitional housing for the mentally ill); 2) An institution that provides a temporary residence for individuals intended to be institutionalized; or 3) A public or private place not designed for, or ordinarily used as, a regular sleeping accommodation for human beings. INDIVIDUAL EMPLOYMENT PLAN (IEP) - A plan developed by the participant and the case manager to identify the participant's employment goals, the appropriate achievement objectives, and the appropriate combination of services for the participant to achieve the employment goals.
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INDIVIDUAL OF LIMITED ENGLISH PROFICIENCY (LEP) - An adult or out-of-school youth who has limited ability in speaking, reading, writing or understanding the English language, and (a) whose native language is a language other than English; or (b) who lives in a family or community environment where a language other than English is the dominant language. INDIVIDUAL SERVICE STRATEGY (ISS) - An agreement of skills and goals decided between a WIA Youth participant and WIA Youth staff counselor (usually a case manager), that sets out a plan for the participant to make progress towards his/her educational and employment goals. INDIVIDUAL TRAINING ACCOUNT (ITA) - An expenditure account established on behalf of a participant that provides for vocational training. INDIVIDUAL WITH A DISABILITY - The term ―individual with a disability‖ means an individual with any disability (as defined in section 3 of the Americans with Disabilities Act of 1990 (42 U.S.C. 12102)). Refer to the definition for the term disability. INITIAL CLAIM ( IC) – An application for a determination of entitlement to unemployment insurance benefits. There are four types of Initial Claims: New Claims; Reopened Claims; Additional Claims; and Transitional Claims. IN-SCHOOL YOUTH - determined at the time of registration - A youth enrolled in a secondary school program, and who is seeking a secondary school diploma. INTAKE - A process for screening individual applicants for eligibility for services; making a determination whether the program can benefit the applicants; providing information about the program, its services and the availability of those services; and selecting individual applicants for participation in the program. INTENSIVE SERVICES - Services available to adults and dislocated workers who have completed one or more Core Services and are still unable to gain employment OR who are employed and have been determined in need of services to get a better job in order to gain selfsufficiency. Intensive Services include individual career planning, resume preparation, job clubs, career counseling, internships, and comprehensive assessments. Basic education, ESL, and basic computer literacy are also sometimes considered Intensive Services. ISSUE – An act, circumstance or condition potentially disqualifying a claimant from receipt of unemployment insurance benefits under state/federal law.
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JOB CLUB ACTIVITIES - A form of job search assistance provided in a group setting. Usually job clubs provide instruction and assistance in completing job applications and developing resumes and focus on maximizing employment opportunities in the labor market and developing job leads. Many job clubs use telephone banks and provide group support to participants before and after they interview for openings. JOB DEVELOPMENT - The process of marketing a program participant to employers, including informing employers about what the participant can do and asking for a job interview for that individual with the employer. JOB PLACEMENT SERVICES – Services that specifically assist participants find jobs that may involve activities such as job search assistance, training, or job development. JOB RETENTION - The ability to keep a job for a certain period of time, usually 90 or 180 days or more, which shows that a worker has the skills to fit into the workplace and succeed in a job.
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LABOR EXCHANGE - Services provided to job seekers and employers by the State Employment Service Agencies. Services to job seekers may include assessment, testing, counseling, provision of labor market information and referral to prospective employers. Employer service may include accepting job orders, screening applicants, referring qualified applicants and providing follow-up. LABOR FORCE - The total of all civilians classified as employed and unemployed and members of the Armed Forces stationed in the United States. (Bureau of Labor Statistics Bulletin 2175). LABOR MARKET AREA (LMA) - The term ―labor market area,‖ means an economically integrated geographic area within which individuals can reside and find employment within a reasonable distance or can readily change employment without changing their place of residence. Such an area shall be identified in accordance with criteria used by the Bureau of Labor Statistics of the Department of Labor in defining such areas or similar criteria established by a Governor. LABOR MARKET INFORMATION (LMI) - Labor Market Information, labor related information about unemployment, industries, occupations, etc
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual LIFE SKILLS - Those skills which are included in adult literacy dealing with such topics as consumer economics, government and law, occupational knowledge, community resources, and health that are included into an educational agency's basic literacy skills course of study. LIMITED ENGLISH PROFICIENCY (LEP) - An individual with LEP is one who has limited ability in speaking, reading, writing or understanding the English language and (a) whose native language is a language other than English or (b) who lives in a family or community environment where a language other than English is the dominant language LITERACY – The term ―literacy‖ means an individual‘s ability to read, write, and speak in English, compute, and solve problems, at levels of proficiency necessary to function on the job, in the family of the individual, and in society. LIVABLE WAGE - The self-sufficiency earning level. LOCAL AREA – The term ―local area‖ means one of the 17 local workforce investment areas designated by the state of Virginia. LOCAL BOARD – The term ―local board‖ means one of the 17 local workforce investment boards established in each workforce investment area. LOCAL YOUTH PROGRAM - Those youth activities offered for youth in the 12 local workforce investment areas by youth providers and vendors. LOWER LIVING STANDARD INCOME LEVEL - The term ―lower living standard income level‖ means that income level (adjusted for regional, metropolitan, urban, and rural differences and family size) determined annually by the Secretary based on the most recent lower living family budget issued by the Secretary. LOW-INCOME INDIVIDUAL - The term ―low-income individual'' means a person who— (A) receives, or is a member of a family that receives, cash payments under a Federal, State, or local income-based public assistance program; (B) received an income, or is a member of a family that received a total family income, for the 6month period before application for the program involved (besides unemployment compensation, child support payments, payments described in subparagraph (A), and old-age and survivors insurance benefits received under section 202 of the Social Security Act (42 U.S.C. 402) that, for their family size, is not more than the higher of— (i) the poverty line, for an equivalent period; or (ii) 70 percent of the lower living standard income level, for an similar period; 125
Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual (C) belongs to a household that receives (or has been decided within the 6-month period before application for the program to be eligible to receive) food stamps according to the Food Stamp Act of 1977 (7 U.S.C. 2011 et seq.); (D) is a homeless person, as defined in subsections (a) and (c) of section 103 of the Stewart B. McKinney Homeless Assistance Act (42 U.S.C. 11302); (E) is a foster child for whom State or local government payments are made; or (F) in cases permitted by rules decided by the Secretary of Labor, is a person with a disability whose own income meets the requirements of a program described in subparagraph (A) or of subparagraph (B), but who is a member of a family whose income does not meet such requirements.
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MAXIMUM BENEFIT AMOUNT (MBA) - The total amount of unemployment insurance benefit payable to a claimant in a benefit year. MEDICAID - A program of medical aid for people that cannot afford regular medical service that is paid for by the state and federal governments MENTAL HEALTH SERVICES - Psychological and psychiatric treatment and counseling services, for individuals with a diagnosed mental illness, conducted in a group or individual setting, and provided by a mental health professional licensed or authorized within the State to render such services. This typically includes psychiatrists, psychologists, and licensed clinical social workers. MIGRANT OR SEASONAL FARM WORKER (MSFW) - A migrant farm worker, a migrant processing worker, or a seasonal worker. MILITARY SERVICE – Reporting for active duty. MONETARY DETERMINATION – A written notice issued to inform an individual of whether or not he/she meets the employment and wage requirements needed to establish entitlement to unemployment insurance, and, if entitled, the weekly and maximum benefit amounts that he/she may receive. MONETARY REDETERMINATION - A new determination made after reconsideration and/or re-computation of an unemployment insurance claimant‘s monetary entitlement based on the receipt of new employment and wage information.
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NEW CLAIM – (See Initial Claim) NO LONGER ATTENDING ANY SCHOOL - a situation where an individual is not attending any secondary school program seeking a secondary school diploma. NONMONETARY DETERMINATION – A written notice issued to inform an unemployment insurance claimant and/or employer about the determination of eligibility arising from issues of separations from work or other eligibility requirements. NONTRADITIONAL EMPLOYMENT - Occupations or fields of work for which individuals from one gender comprise less than 25 percent of the individuals employed in each such occupation or field of work. NORTH AMERICAN FREE TRADE AGREEMENT (NAFTA) -- Establishes Transitional Adjustment Assistance (TAA) for workers in companies affected by imports from Mexico or Canada or by shifts of U.S. production to those countries.
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OBJECTIVE ASSESSMENT - Objective (comprehensive) assessment is a client-centered, diagnostic approach to evaluating the needs of a participant without regard to services or training programs already available in a local area. It is an independent, comprehensive evaluation of an individual designed to identify information vital to the design of an individual service strategy. Objective assessment is an ongoing process and should not be viewed as a one-time event. It should be a multi-faceted approach that includes a full array of options including items such as structured interviews, paper and pencil tests, performance tests, behavioral observations, interest inventories career guidance instruments, aptitude tests, and basic skill tests. As an ongoing process, it must be revisited regularly and amended, as appropriate, when additional needs are identified or goals achieved. Note: Must provide an objective assessment of each youth participant, that meets the requirements of WIA section 129(c)(1)(A), and includes a review of the academic and occupational skills levels, as well as the service needs, of each youth. OCCUPATIONAL (VOCATIONAL) CERTIFICATE - A credential earned by completing a training program for a specific industry or career; programs vary in length from one to more than four semesters of full-time study. They are generally state-recognized and thus carry college credit, although this credit does not necessarily transfer to a college degree program.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual OCCUPATIONAL SKILLS - Primary occupational skills include the proficiency to perform actual tasks and technical functions required by certain occupational fields at entry, intermediate or advanced levels. Secondary occupational skills entail familiarity with, and use of, set-up procedures, safety measures, work-related terminology, record keeping and paperwork formats, tools, equipment and materials, and breakdown and clean-up routines. Individuals without these occupational skills would be considered deficient. OCCUPATIONAL SKILLS TRAINING - Includes both (1) vocational education which is designed to provide individuals with the technical skills and information required to perform a specific job or group of jobs, and (2) on-the-job training. OFFENDER – Any adult or juvenile: (A) Who is or has been subject to any stage of the criminal justice process, for whom services under this Act may be beneficial; or (B) Who requires assistance in overcoming artificial barriers to employment resulting from a record of arrest or conviction. OLDER YOUTH - An individual that falls within the ages of 19 through 21 at the date of registration. ONE-STOP CAREER CENTER - Under the Workforce Investment Act, every local System must have at least one One-Stop Career Center. A One-Stop Center is a facility that makes a wide range of the system's services available at a single site, through self-service or with staff help. The number of centers, the services offered and the manner in which they are given will vary from one area to another, according to local needs and resources. In Virginia, these Centers are referred to as ―Workforce Virginia Centers.‖ ONE-STOP PARTNER - The term ―one-stop partner‖ means (A) An entity described in section 121(b)(1); and (B) An entity described in section 121(b)(2) that is participating, with the approval of the local board and chief elected official, in the operation of a one-stop delivery system. ONE-STOP SYSTEM - The network of workforce products and services that meets business and jobseeker needs in whatever manner and location is most effective and convenient for the customer. Customers can choose to use the system's products and services in different ways. They may call a toll-free number ( 1 888 980-WORK) or connect through a personal computer at home or in a neighborhood library. They may receive individualized assistance in a communitybased agency, an educational institution, or a one-stop career center, Workforce Virginia Center. ON-SITE INDUSTRY-SPECIFIC TRAINING - This is training which is specific to the needs of a particular employer and/or industry. Participants may be trained according to requirements developed by an employer for a job site. There may be an agreement to hire participants who have successfully completed training.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual ON-THE-JOB TRAINING - Training by an employer that is provided to a paid participant while engaged in productive work in a job that (A) Provides knowledge or skills essential to the full and adequate performance of the job; (B) Provides reimbursement to the employer of up to 50 percent of the wage rate of the participant, for the extraordinary costs of providing the training and additional supervision related to the training; and (C) Is limited in duration as appropriate to the occupation for which the participant is being trained, taking into account the content of the training, the prior work experience of the participant, and the service strategy of the participant, as appropriate. Note: In most cases, on-the-job training is not an appropriate work experiences activity for youth participants under age 18. OSERS - Office of Special Education and Rehabilitative Services. OSERS is federal office within the US Department of Education that administers special education and rehabilitation services. OUTCOMES - Specific, measurable desired changes in conditions (knowledge, skills, attitudes and behaviors) resulting from strategies. OUT-OF-SCHOOL YOUTH - determined at the time of registration - The term ―out-of-school youth‖ means: (A) An eligible youth who is a school dropout; or (B) An eligible youth who has received a secondary school diploma or its equivalent but is basic skill deficient, unemployed, or underemployed. OUTREACH - An effort by program staff to encourage individuals in the service delivery area to use the program services. OVERPAYMENT – An amount of benefits paid to an individual to which the individual was not legally entitled.
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PARTICIPANT – The term ―participant‖ means any individual who has: (1) been determined eligible for participation upon intake; and (2) started receiving employment, training, or services (except post-termination/follow-up services) funded under WIA following intake. Participation shall begin on the first day, following determination of eligibility, in which the individual began receiving subsidized employment, training, or other services provided under WIA. PARTNER – Entities included in the definition of a ―one-stop partner‖ as well as other entities that provides services through collaboration with the local program.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual PERFORMANCE MEASURES – The WIA regulations include 17 performance measures or indicators. The performance measures focus on entering employment, retaining employment, increasing wages, and increasing academic or occupational skills (and related credentials). The measures are categorized by program (i.e., adult, dislocated worker, older youth, and younger youth). The performance indicators also include customer satisfaction measures. Customer satisfaction is measured for both individual participant customers and employer customers. Many of the outcomes are measured using data gathered from the Unemployment Insurance reporting system. PERSONAL RESPONSIBILITY AGREEMENT - An agreement signed between the welfare recipient and the State of Virginia. Agreement also has strict rules which welfare recipients must adhere to. PERSONAL RESPONSIBILITY AND WORK OPPORTUNITY RECONCILIATION ACT (PRWORA) OF 1996 - The Federal welfare reform law that established the Temporary Assistance for needy Families (TANF) program which transforms welfare into a system that requires work and provides for time-limited financial assistance. PLACEMENT - The act of obtaining unsubsidized employment for or by a participant. PRE-APPRENTICESHIP TRAINING - Any training designed to increase or upgrade specific academic, or physical skills required as a condition for entry into a specific type of work. PRE-ENROLLMENT ASSESSMENT - A process to determine the employability and training needs of participants before enrolling them into the program. Individual factors considered during pre-enrollment assessment include: a judgment of vocational interests, abilities, previous education and work experience, income requirements, and personal circumstances. PREGNANT OR PARENTING YOUTH - An individual who is under 22 years of age and pregnant, or a youth (male or female) who is providing custodial care for one or more dependents who are under 18 years of age. Males do not qualify as a parent until the child is born. PROFILING - Profiling identifies the claimants who are most likely to exhaust their unemployment benefits. The Profiling Orientation sessions allow workforce center staff to make preliminary assessments of the claimant's marketable job skills, their likelihood to return to the workforce or their need for additional training/retraining. PUBLIC ASSISTANCE - Means Federal, State, or local government cash payments for which eligibility is determined by a needs or income test.
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QUALIFIED APPRENTICESHIP – A program approved and recorded by the ETA / Bureau of Apprenticeship and Training (BAT) Approval is by certified registration or other appropriate written credential. (TEGL 7-99)
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RAPID RESPONSE - Early intervention services provided by the state or by an agency chosen by the state in case of a factory closing, significant layoff or a natural or other disaster that causes job loss for large numbers of workers, in order to assist dislocated workers in obtaining reemployment as soon as possible. REFEREE – (See Administrative Law Judge) REGISTRATION – Registration is the process of collecting information to support a determination of eligibility. It is also the point at which performance accountability information begins to be collected. Individuals who are seeking information only, and who do not require a significant degree of staff assistance, do not need to be registered. All youth participants must be registered prior to the receipt of any WIA funded youth services. REHABILITATION SERVICES - Services provided by a licensed or authorized professional in accordance with an individualized plan of care intended to improve or maintain a client's quality of life and optimal capacity for self-care. Services include physical and occupational therapy, speech pathology, and low-vision training. REMEDIAL EDUCATION - Educational instruction, particularly in basic skills, to raise an individual's general competency level in order to succeed in vocational education, or skills training programs, or employment. REOPENED CLAIM – An application for unemployment insurance filed after a break in a claim of at least one week caused by something other than employment. (See Additional Claim.) RESUME - The basic document that shows a job candidate‘s employment and academic qualifications, and history of employment. It is a requirement to apply for most jobs and an opportunity to show why the candidate is best suited for the job being applied for. RETENTION - Continuing or keeping a job, usually for at least 90 days or more.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual
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SCANS COMPETENCIES - Developed by the US Department of Labor‘s Secretary‘s Commission on Achieving Necessary Skills, these are a specific set of skills and competencies determined by the commission as those people need to succeed in the world of work. SCHOOL DROPOUT – A person who is not in school and who has not received a secondary school diploma or a General Equivalency Diploma (GED). SECRETARY’S COMMISSION ON ACHIEVING NECESSARY SKILLS (SCANS) - A Labor Department initiative to study employer needs in the marketplace. It categorizes specific employee skills required by employers. SECTOR - A group of closely interrelated industries that use common technologies or draw on similar resources, such as particular occupations or raw materials (e.g., healthcare, manufacturing, transportation). SELF-SUFFICIENCY - The ability to earn enough money to support oneself. SEPARATION ISSUE – Issues that must be adjudicated to determine if an unemployment insurance claimant‘s reason for separation is disqualifying under state law, issues generally involve voluntary leavings (quits), discharges (misconduct), or labor disputes. SOCIAL SECURITY NUMBER (SSN) – The 9-digit identification number assigned to an individual by the Social Security Administration under the Social Security Act. SOFT SKILLS - Non-technical skills that build an individual‘s ability to succeed in any workplace. Examples include teamwork, interpersonal communication, working well with supervisors, time management, and conflict resolution. STIPEND – Monetary payment, used as an incentive to retain youth in a program, which may be given upon completion of established benchmarks or upon final program completion. The guidelines providing stipends to youth participants must be described in local policy. SUBSIDIES - Cash assistance or similar payments for transportation, housing, food or other basic expenses. SUBSTANCE ABUSER - An individual dependent on alcohol or drugs, whose dependency results in a significant barrier to employment. SUITABLE WORK - Work that is determined to be reasonable for a UI claimant (considering his or her skills, training, education and experience.)
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual SUMMER EMPLOYMENT OPPORTUNITIES - Summer employment must provide direct linkages to academic and occupational learning, such as coordinating with school systems and/or school-to-work, and may provide other elements and strategies as appropriate to serve the needs of the participant. This service is not intended to be a stand-alone activity and should be part of a comprehensive strategy to address the youth's employment and training needs. SUPPORTIVE SERVICES - Services that are needed to help a person to participate in job training or job search. Supportive services may include transportation, health care, financial assistance, drug and alcohol abuse counseling and referral, individual and family counseling, special services and materials for individuals with disabilities, job coaches, child care and dependent care, temporary shelter, financial counseling, and other reasonable expenses required for participation in the program and may be provided in-kind or through cash assistance.
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TEMPORARY ASSISTANCE FOR NEEDY FAMILIES (TANF) - Time limited public assistance payments made to poor families, based on Title IV-A of the Social Security Act. Under the Personal Responsibility and Work Opportunity Reconciliation Act (PRWORA), which was signed into law in 1996, TANF funds may also be used by states to fund job-placement programs for TANF recipients and other low-income populations. Purpose is to provide temporary assistance to families with dependent children who are deprived of basic support due to death, desertion or unemployment of one or both parents. Formerly Aid to Families with Dependent Children. (AFDC) TEST OF ADULT BASIC EDUCATION (TABE) - A widely used diagnostic and evaluative tool that measures basic reading, math, and language skills for adults with low literacy levels; often used for program placement, skills assessment, or as a measure of student progress. TRADE ADJUSTMENT ASSISTANCE (TAA) - Trade Adjustment Assistance service and allowances provided for achieving reemployment of adversely affected workers, including TRA, training, and other re-employment services, and job search allowance and relocation allowances. TRADE READJUSTMENT ALLOWANCE (TRA) - A federal program created under the Trade Adjustment Act to retrain workers laid off due to increased imports or whose employment was moved to Canada or Mexico. TRA benefits may be payable to eligible workers following exhaustion of their unemployment insurance benefits, if they are participating in or have completed an approved training program. TRAINING MARKET - A training market reflects an approach with vendors selling training directly to individual participants rather than through intermediary organizations.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual TRAINING SERVICES - The education and employment training services to be offered at no cost to One-Stop system customers who have been unable to get a job after having received one or more core services and one or more intensive services (see also Individual Training Account - ITA). TRANSITIONAL BENEFITS - Child care and Medicaid benefits given to a recipient for a period of time after their time limits have expired. Recipient is usually employed at this time. TUITION REIMBURSEMENT - Partial or full payment by employers, public entities, or others for courses that individuals take at educational institutions. Payment is made either to the institution or reimbursed or paid upfront to the employee.
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UNEMPLOYMENT COMPENSATION (UC) - Program or Unemployment Insurance (UI) program – The federal/state program that provides unemployment benefits to eligible individuals covered under state or federal unemployment insurance laws. UNEMPLOYMENT COMPENSATION PROGRAM FOR FEDERAL EMPLOYEES (UCFE) – The federal unemployment insurance program that provides benefits to former employees of the federal government. UNEMPLOYMENT COMPENSATION FOR EX-SERVICE MEMBERS (UCX) - The federal unemployment insurance program that provides benefits to ex-service members. UNIVERSAL SERVICES - Services available to every individual through the One-Stop system without regard to any specific eligibility criteria, including information about job vacancies, career options, employment trends, job search techniques, resume writing, and access to the employment training provider lists. UNSUBSIDIZED EMPLOYMENT - A job for which wages are paid directly by the employer and that is not subsidized through any government program.
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VETERAN - RELATED DEFINITION – The term ―eligible veteran‖ means a person who (a) Served on active duty in the military, naval or air service (of the United States) for a period of more than 180 days and was discharged or released there from with other than a dishonorable discharge; or (b) Was discharged or released from active duty because of a service-connected disability; or (c) Was discharged as a member of a reserve component under an order to active duty pursuant to section 672(a), (d), or (g), 673, or 673b of Title 10, who served on active duty during a period
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual of war or in a campaign or expedition for which a campaign badge is authorized and was discharged from such duty with other than a dishonorable discharge. [38 USC 2011(4)] I. Campaign Veteran - Served on active duty during a war or in a campaign or expedition for which a campaign badge or expeditionary medal has been authorized as identified and listed by the Office of Personnel Management (OPM). An updated listing of those campaigns may be obtained on the OPM website: http://www.opm.gov/veterans/html/vgmedal2.htm. II. Vietnam-era Campaign Veteran - Served in the active U.S. military and who was discharged or released from such service under conditions other than dishonorable during the Vietnam-era (the period beginning February 28, 1961 and ending May 7, 1975, if the veteran served in the Republic of Vietnam during that period; and the period beginning August 5, 1964 and ending May 7, 1975 in all other cases). III. Disabled Veteran -Entitled to compensation regardless of rate (include those rated at zero percent) for a disability under laws administered by the Department of Veterans' Affairs (DVA), or who was discharged or released from active duty because of a service-connected disability. IV. Special Disabled Veteran - Individual's disability is rated at thirty percent or more by the DVA, or at 10 or 20 percent for a serious employment disability. V. Recently Separated Veteran - A veteran who applied for participation under WIA Title I within 12 months after discharge or release from active military duty. VOCATIONAL ADULT BASIC EDUCATION (VABE) - Programs that teach basic literacy skills to native English-speaking students in the context of preparing them to work in a specific occupation. VOCATIONAL ENGLISH AS A SECOND LANGUAGE (VESL) - Programs that teach basic literacy skills to non-native English speaking students in the context of preparing them to work in a specific occupation. VOCATIONAL EXPLORATION TRAINING - A process to find out, by testing or counseling, what job occupations will best fit a customer‘s abilities and needs. VOCATIONAL REHABILITATION - An agency or program that provides vocational services to individuals with disabilities. Every state has a State Vocational Rehabilitation agency with local district offices. The state/federal program is administered by Rehabilitation Services Administration (RSA), within the Office of Special Education and Rehabilitation Services (OSERS), in the US Department of Education. The state and local vocational rehabilitation program is a mandatory One-Stop employment service partner.
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual
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WEEKLY BENEFIT AMOUNT (WBA) – The amount payable to an unemployment insurance claimant for each compensable (eligible) week of total unemployment. WELFARE AND/OR PUBLIC ASSISTANCE RECIPIENT - A person who, during the course of the program year, receives or is a member of a family who receives cash welfare or public assistance payments under a Federal, State, or local welfare program. WORK EXPERIENCE - A temporary activity (six months or less) which provides a person with the opportunity to gain the skills and knowledge necessary to perform a job, including work habits and behaviors, and which may be combined with classroom or other training. WORK SEARCH – An individual state requirement that the claimant must seek suitable work in a week for which benefits are claimed. WORKFORCE INTERMEDIARIES - Organizations that provide resources such as programdesign assistance, assistance evaluation, and others to workforce program providers. WORKFORCE INVESTMENT ACT (WIA) - An Act of the United States Congress to establish programs to prepare youth and unskilled adults for entry into the labor force and to give job training to those economically disadvantaged individuals and other individuals who face serious barriers to employment and who are in need of such training to obtain prospective employment. The Workforce Investment Act (WIA) of 1998 supersedes the Job Training Partnership Act (JTPA) and provides a broad range of workforce-development activities through both statewide and local organizations. WORKFORCE INVESTMENT ACTIVITY – The term ―workforce investment activity‖ means an adult or dislocated worker employment and training activity, and a youth activity.
WORKFORCE INVESTMENT BOARD (WIB) (Local) - Replaces local Private Investment Councils; members are appointed by the chief elected official (CEO); WIBs have the role of strategic planning, policy development and oversight of the local workforce investment system. Like the state WIB, the local WIBs require 51% business membership with a minimum of 2 labor representatives. WORKING POOR - Individuals working below the livable wage level. They are often one emergency or one missed paycheck away from needing public assistance. WORKKEYS - A national ACT system for teaching and assessing workplace skills places an emphasis on skills not education levels. It connects "knowing with doing and learning with earning."
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Crater Regional Workforce Investment Group Learn To Earn, Inc. Policy and Procedure Manual WTW - WELFARE-TO-WORK - A series of federal and state plans to move people from welfare into employment and training for better jobs. WORKFORCE INVESTMENT ACT (WIA) TITLE I TRAINING FUNDS (INDIVIDUAL TRAINING ACCOUNTS) - Funds that can be used by registered WIA participants for state and local workforce board–approved training programs. The majority of training funds are distributed through vouchers called Individual Training Accounts, but training contracts are also permissible under federal law. WORKFORCE INVESTMENT ACT (WIA) Title II - Funds that are meant to assist those who lack basic educational skills (including reading, numeracy, and English-language skills), do not have a high school diploma or GED, or who lack literacy in English. Eligible providers include community colleges, regional offices of education, CBOs, public schools, and universities. WORKFORCE INVESTMENT BOARDS - Local and State (LWIB and SWIB) - advisory committees established under WIA whose purpose is to set policy and direction for implementation of the workforce investment system and, at the state level, to foster cooperation between the government and private sector to meet the workforce preparation needs of employers and workers. Members may consist of businesses, educational entities, labor organizations, community-based organizations, and/or economic development agencies. Replaces State Private Investment Council or Human Resource Investment Council; is established by the Governor with membership meeting Federal guidelines; 51% must be representatives of business; minimum 2 labor representatives; the SWIB develops the state plan and oversees how it is carried out.
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YOUNGER YOUTH - An individual that falls within the ages of 14 through 18 at the date of registration. YOUTH - In the WIA program, any young person, between the age of 14 and 21 years of age, who may be in school or out-of-school, and whose family income is within the WIA Low Income Guidelines. YOUTH ACTIVITY - An activity described in section 129 that are carried out for eligible youth (or as described in section 129(c)(5)). YOUTH COUNCIL – The term ―youth council‖ means a council established under section 117(h) of the Act.
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