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SYEP Monitoring Tool - Kentucky

VIEWS: 6 PAGES: 7

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                                  KENTUCKY
     SUMMER YOUTH EMPLOYMENT PROGRAM/RECOVERY ACT

                           MONITORING TOOL
                         May 1, 2009 – September 30, 2009

Objective

Pursuant to regulations at 667.410(b)(2) regarding oversight and monitoring of the
Summer Youth Employment Program (SYEP) to LWIAs, this monitoring plan is issued
effective May 1, 2009

A.    Purpose

      To establish procedures to be used by the Education and Workforce Development
      Cabinet, Office of Employment and Training (OET) to monitor the Kentucky Local
      Workforce Investment Areas (LWIAs). All monitoring will be completed in
      compliance with the aforementioned Federal Regulations and OET monitoring
      policy.

B.    Procedures
      The LWIA’s Summer Youth Employment Program will be monitored at least once
      on site during the May 1, 2009 – September 30, 2009 timeframe. A copy of the
      SYEP monitoring tool will be issued to all LWIAs with a tentative monitoring
      schedule.
      It is intended that the LWIAs utilize the monitoring tool to assist them in the
      program’s compliance requirement and to develop their own tool for monitoring
      their providers.


C.    Desktop
      LWIA should submit copies of the following documents, no later than ten (10) days
      in advance of their scheduled SYEP Monitoring Visit:

            SYEP Policies and Procedures (Include Grievance)
            LWIA or Provider’s Assessment Tool(s)
            LWIA SYEP Monitoring Tool
            LWIA SYEP Monitoring Schedule
            SYEP Employer Application
            SYEP Participant Application
            SYEP ISS (Sample)
            List of SYEP Worksites & number of participants at each site
            List of SYEP Providers
            SYEP Service Provider Contracts
                                                                                 Page 2 of 7

     These items will be part of the desktop review. Any concerns will be addressed
     during the monitor’s entrance conference during the review.

     The monitor will utilize the Crystal reporting system to generate a list of program
     participants by LWIA. The monitor will review the list for active enrollees for
     eligibility and for services provided (i.e., assessment, work experience.) The monitor
     will randomly select participants by OSOS number and review data in EKOS. The
     review will ensure that participants were:

           Enrolled within the appropriate SYEP dates
           Measured using an appropriate pre-assessment tool
           Enrolled in a suitable Work Experience
           Evaluated for progress during the Work Experience
           Measured using an appropriate post-assessment tool
           Completed from the Work Experience (if appropriate, based upon the date
            of the desktop review or on-site visit)
           Review of SYEP expenditures to date

D.   On Site
     Five days prior to the scheduled on-site monitoring visit, the LWIA Director and/or
     SYEP Lead will receive a list of SYEP participant files to assemble for the monitor.
     Once on site, the monitor will randomly select files for manual review.

     The monitor will conduct a brief entrance conference with the LWIA SYEP
     administrative staff to explain the sequence of monitoring activities. The monitor(s)
     will complete the administrative, programmatic, and financial portions of the
     monitoring tool and review contracts and participant files at the LWIA. Visits will
     be made to sites of the participants’ worksites and interviews will be conducted with
     employers, supervisors, and participants. The monitor will complete the
     appropriate Interview Response Form during the interviews.

     A brief exit conference will be held at the completion of the visit. The monitor will
     comment on the LWIA’s compliance and identify any problems.

E.   Monitoring Report and Resolution of Report Findings
     A written SYEP monitoring report will be issued to the LWIA within a 20 day
     period from the conclusion of the monitoring visit. The LWIA’s written response
     must be submitted to OET within 10 days from the receipt of the monitoring report.

     The monitoring file will include the LWIA’s completed monitoring tool, backup
     documentation (Interview Response Forms, work papers, notes, etc.), the LWIA’s
     response, and all correspondence relative to the monitoring visit.
                                                                             Page 3 of 7
SYEP MONITORING TOOL

LWIA _______________________________ OET MONITOR(s) __________________
DATE ______________________________
SYEP Coordinator(s) _____________________
Has the LWIA hired additional staff for the SYEP?______________ How many? ________
Were the jobs posted on State Job Bank? _____________

1. What is the timeframe for your SYEP?

       Begin date____________________________

       End date _____________________________

2. Anticipated numbers to be served    _____________________

       Anticipated percentage of in-school youth ____________

       Anticipated percentage of out-of-school youth_________

       Number enrolled as of monitoring date: ________

       Is the LWIA continuing to enroll Youth in WIA Formula, simultaneously with the
       SYEP?________ How many are co-enrolled?__________

3. Procurement - Describe procurement procedures for SYEP services (664.610) (List of
contracted providers sent to monitors prior to visit)
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________

Did your providers hire new staff, supervisors or managers to operate the SYEP? ________
Number of new jobs _________
Were the jobs posted to State Job Bank? ________

4. Intake and Eligibility (664.200; 664.215)

Describe your area’s outreach and recruitment process for in-school and out-of-school
SYEP participants.
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
Does the Operator/Contractor advertise?
______________________________________________________________________________
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What media is used?
______________________________________________________________________________
______________________________________________________________________________

Describe the applicant process for participation - Give details - (Copy of application
provided to monitors prior to visit)
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________

Who determines SYEP participant eligibility? Describe the process
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________

How are Veterans made aware of the right to Priority of Service? (20 CFR 1010)
______________________________________________________________________________
______________________________________________________________________________
How is Priority provided?
______________________________________________________________________________
______________________________________________________________________________

5. Program Design and Work Experience ( 664.405 (a)(1)(2))

Provide a brief overview of the structure of your SYEP
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________

Describe the strategies, services, and activities that encourage participation in:

       A) Age appropriate activities ______________________________________________


       B) Meaningful work experience (664.460) (including how participants are matched
       to a worksite).


       C.) What is the length of the work experience? _______________

              A. Days per week ____________
              B. Hours per day _________

       D) Other activities that are part of the SYEP (orientation, community service,
       academic, etc.)
       ________________________________________________________________________
       ________________________________________________________________________
       ________________________________________________________________________
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      E) What criteria were used in selecting SYEP participants (first come, first serve; by
      county, etc.)
      ________________________________________________________________________
      ________________________________________________________________________
      ________________________________________________________________________

How are worksites selected? (List of Worksites and copy of Employer Application sent to
monitors prior to visit)
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________

Total Number of worksites: __________

Are worksite supervisors properly coding their time to SYEP?
______________________________________________________________________________
______________________________________________________________________________

Have green jobs been a focus for your SYEP ? ______________
If so, describe
______________________________________________________________________________
______________________________________________________________________________

Who develops the Individual Service Plan (ISS) (Sample provided to monitors prior to
visit)
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________

How is the public made aware of the SYEP?
______________________________________________________________________________
______________________________________________________________________________
How are employers made aware of the SYEP?
______________________________________________________________________________
______________________________________________________________________________
How are youth made aware of the SYEP?
______________________________________________________________________________
______________________________________________________________________________

6. Assessment

How and when will work readiness goals be determined?
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________

How and when are work readiness skills measured (pre-assessment)
______________________________________________________________________________
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______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________

What is the assessment tool(s) to be used? Describe - (Copy of tool provided to monitors
prior to visit)
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________

Describe in detail how progress is measured using this tool(s)
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________

What is your LWIA’s definition of “measurable progress”?
(What methodology has the LWIA established that defines when a SYEP participant has
met the work readiness indicator for SYEP participants? This should be a clearly
articulated determination of significant work readiness goal(s) gain(s).)
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________

When is post-assessment conducted?
______________________________________________________________________________
How are results posted?
______________________________________________________________________________
7. Completion & Post-Summer

Are you aware that participants must complete their summer work experience, without
dropping out prior to the scheduled end date of the work experience, in order to be
considered successful and be included in the “Summer Employment Completion Rate” on
ETA form 9149?
______________________________________________________________________________

What plans or strategies does the LWIA have for post-summer participants?
______________________________________________________________________________
______________________________________________________________________________

8. LWIA Provider/Sub-contractor Monitoring
Does the LWIA perform on-site programmatic and financial monitoring? Yes __ No __
Who is responsible for the monitoring? _______________________________
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Is there a monitoring schedule?   Yes ____ No ____ (Copy provided to monitors prior to
visit)
Is the LWIA in compliance with the schedule? Yes __ No __
Is there a formal monitoring tool? Yes ____ No ____ (Copy provided to monitors prior to
visit)
Does the tool include programmatic ___ financial ___ EKOS ___ EO ___ areas?
Has the LWIA completed monitoring? Yes ____ No ____
Has the LWIA issued a monitoring report? Yes ____ No ___


9. Equal Employment Opportunity/Complaints and Grievances
Does the LWIA have grievance procedures in place? Yes ____ No ____
Is the procedure in compliance with federal regulations? Yes __ No __
Have any complaints or grievances been filed? Yes ____ No ____
If yes, has the grievance been resolved? Yes ____ No ____


Notes:




Number of LWIA Employers/Worksites
Interviewed:___________________________________________________________________
Number of Worksite Supervisors Interviewed:______________________________________
Number of Participants Interviewed: _____________________________________________

								
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