Operations Issuance: 2021-03

Issuance Number: 2021-03

Date: July 2, 2021

To: SDWP Youth Service Provider (YSP) Subrecipients

From: Shaina Gross, VP of Client Services

Subject: Operations Manual Update: Chapter 7. Part 2 & Attachments

Purpose:

This operations issuance is to notify Workforce Partnership (SDWP) subrecipients of changes to the Operations Manual: Chapter 7, Part 2 – WIOA Youth Eligibility. Updates to the chapter and attachments were made to align with the implementation of Workforce e-File and recent Request for Proposals (RFP) solicitation and response. 

Below is a summary of updates. Subrecipient should review the referenced chapter and the attachments for details. 

Chapter Updates:

  • References to participant file were updated to reflect electronic files (eFile) 
  • New Section I-H: Pre-Assessment 
    • All subrecipients must conduct a pre-assessment of the applicant using the Partner Portal (Portal). 
    • Emails entered into the Portal must match with the email entered into CalJOBS. If any changes are made to emails, they must be made in both platforms.
  • Section II – B: Collection of Medical, PII and Disability Information 
    • Updated to reflect process to secure medical, PII, and disability documents and forms in Workforce eFile 
    • If there is medical or disability-related information indicated on any of the forms/documents, those forms/documents must be kept in the secure location in Workforce eFile by checking “This document contains Personally Identifiable Information (Medical, SSN, etc.)” 
  • Section II – D: ECRF 
    • CalJOBS case note requirement was removed. 
    • After the date of eligibility determination, any changes made to the information that was used to determine eligibility may result in disallowed costs if the participant was found ineligible. Changes to the ECRF after it has been signed requires approval and will be tracked in Workforce eFile as a monitoring finding. 
  • Section II -F: MCRF 
    • CalJOBS case note requirement was removed. 
  • Section II -H: Re-Enrollment 
    • CalJOBS case note requirement was removed. 
  • Section III -B: Telephone Verification 
    • CalJOBS case note requirement was removed. 
  • Section III -C: Applicant Statement 
    • Must list attempts to obtain documentation on the form (Attachment Update) 
    • CalJOBS case note requirement was removed. 
  • Section IV -A: Region/Address Verification 
    • YSPs must serve youth throughout the County 
  • Section V: WIOA Youth Program Eligibility Criteria 
    • Clarification was made based on the RFP 
    • Population Specific ISY & OSY YSPs must use their specific criterion to establish eligibility for their youth 
    • Youth Career Centers must refer youth who identify as ISY & OSY with the population specific barriers to the appropriate YSP. 
    • If youth have multiple barriers that meet WIOA eligibility, the youth can choose the program they wish to enroll in. 
  • Section V – B: School Status 
    • Note – OSY Youth who are Basic Skills Deficient and/or English Language Learners must have a high school diploma or equivalency to be eligible. 
  • Section V – B: Employment Barriers 
    • Resides in a Gang Injunction Zone was removed 
    • OSY – Black Opportunity Youth was added to the low-Income barriers that require additional assistance 

Attachment Updates: 

The following attachments were updated: 

  • Universal Participant Agreement Form (UPAF) 
    • New statement regarding Program Services and Tracks 
    • Reformatted and reorganized 
    • Parent/Guardian initials were removed and reformatted to only require a signature 
  • Eligibility Certification and Review Form (ECRF) 
    • Removed “Resides in a Gang Injunction Zone” 
    • Added “OSY-Low Income: Black Opportunity Youth” 

  • Lives in a Barrier Area 
    • Census tracts were updated for areas of high poverty, high unemployment, and promise zones 
    • Removed “Resides in a Gang Injunction Zone” 
    • Certification form included in eFile 
  • Applicant Statement 
    • Attempts to obtain documentation section added 
    • Reformatted 
    • Removed CalJOBS case note requirement 
  • Table of Documentation to Establish WIOA Youth Eligibility 
    • Removed “Resides in a Gang Injunction Zone” 
    • Added “Black Opportunity Youth” 
    • Minor edits for clarity throughout 

Action:

Effective July 6, 2021 all training providers are required to follow the updated policies and procedures in the chapter indicated above for all new enrollments. Subrecipients and staff are required to review the entire Chapter and Attachments. 

If you have any feedback or questions regarding this issuance, contact your Program Specialist. 

References:

  1. To access the chapters and their attachments, go to workforce.org and click on the collapsed menu icon located on the top right-hand side of the webpage. 
  2. Click on “Operations Resources” section. 
  3. Click on “Operations Manual” to see the list of chapters and operational issuances. 
  4. Click on “Chapter 7.  Part 2: WIOA Youth Eligibility | Attachments” to view the policy and attachments.