Operations Issuance: 2020-01

Issuance Number: 2020-01

Date: January 31, 2020

To: SDWP Subrecipients

From: Andrew Picard, VP of Programs

Subject: Operations Manual Update: Chapter 4. Part 1: Adult and Dislocated Worker Program Activities & Attachments

Purpose:

This operations issuance is to notify Workforce Partnership (SDWP) subrecipients of changes to the Operations Manual: Chapter 4. Part 1: WIOA  Adult and Dislocated Worker (DW) Program Activities. 

Background:

Updates to the chapter were made per the following:

Summary of Updates:

Below is a summary of updates. Subrecipients should review the references chapter and the attachments for detail.

Chapter Updates

  • Reformatting of the chapter, including logo, fonts, colors scheme, and layout
  • Reorganized structure and flow – sections were moved, changed, or deleted
  • Updating links and references to current TEGL’s (DOL) and EDD Directives
  • Tracking requirements for CalJOBS data entry changed from 5 business days to 7 calendar days, per “Late Data Entry” policy
  • Updated right to work verification process – Right to Work may only be verified when a service triggers participation in an employment activity. Right to work verification was removed from WIOA Adult and DW Eligibility (Chapter 7) and relocated to Adult and DW Program Activities (Chapter 4).
    • Pathway to Services WSD18-03
  • Subrecipients must mark all applicable barriers on the OAS
  • OAS process was updated
    • Creating & closing activity codes on the same day (cannot be left open)
    • Case notes will include the status of the OAS
    • If dual-enrolled, only the original provider needs to complete an OAS. May be updated by the requesting (second) provider as necessary. There should only be one OAS per WIOA application
  • The IEP must demonstrate the participant’s progress in the program and provide written documentation of how the goals and objectives are tied to the services and activities provided
  • IEP process was updated
    • Creating & closing activity codes on the same day (cannot be left open)
    • IEP must be updated every 3 months, or sooner, to document any progress made on the goals/objectives or to include a new service or activity
    • If dual-enrolled, only the original provider needs to create an IEP. Must be updated by the requesting (second) provider, including all information from the Dual-Enrollment form. There should only be one IEP per WIOA application
  • Dual-Enrollment Process
    • The requesting provider must provide a copy of the approved form to the original service provider. Both providers must keep a copy of the form in the participant’s file.
  • Planned Break in Service was removed
  • Unable to Contact or Elects No Longer to Participate policy was added
    • Includes process during participation and in follow up
  • Addition of program closure policy
  • Addition and clarification of follow up requirements and documentation
  • Performance criteria and policies were updated
    •  Definitions
    • Employment (Placement)
      • Five types of placements allowed for youth participants
    • Median Earnings
    • Credential Attainment
      • Process for Credential Verification and the Credential Verification Tool
    • MSG
      • Additional acceptable documentation
    • Effectiveness Serving Employers
      • Retention with the same employer
      • Repeat business customers
    • Global exclusions changed to “Exclusionary Exits”

Attachment Updates

  • Supportive Service Policy
    • Aligned supportive service types with CalJOBS activities
    • Updates supportive service process because activity codes are now 1 day services and cannot be kept open
    • For bus passes purchased, either individual or in bulk, a copy of the purchase receipt with the purchase date and total(s) must be kept in the participant file. The serial number should be highlighted or circled on the receipt
  • OJT policy
    • Provided clarification on agreement submission requirement from 10 days prior to start date to 2 days prior per Hollys feedback
    • OJT invoice submission requirement from 5 business of the OJT start date to 10 business days after the midpoint or completion date.
    • Exhibit – New Vendor Request Form was removed and added to Chapter 6
    • Updated OJT agreement packet
      • Added employer contribution for tracking
  • Adult and Dislocated Worker Participant File Monitoring Checklist has been updated to align with policy updates
  • ETPL, ITA and ATA Policies and Procedures
    • Apprenticeship (ATA) process was simplified
    • Update submission email to ETPL@workforce.org
    • ETPL Continued Eligibility Process was updated
      • Annual Review Period changed to “April 1st – June 15th”
      • Blackout period (no ITA’s) from June 15th-July 15th
    • ETPL Performance Policy was updated
      • Training Providers are required to enter performance in CalJOBS for both WIOA and non-WIOA participants based on the applicable reporting period by March 30th of each year.
      • The reporting period is by “calendar year” (January 1st-December 31st)
      • BPPE Exempt Providers are required to submit a “BPPE Exempt Provider Program Performance Report”
      • Training providers will be held accountable to mandated performance measures
    • Update to policy on Program Updates
      • All program updates will be made and approved in CalJOBS
      • Only costs and SOC codes can be updated during the annual review period
        • Changes will be effective July 15th for the program term
    • ETPL Exhibit Updates
      • Updated ETPL Application and Acknowledgement Form
      • Updated ETPL New Program Request Form
      • Removal of the ETPL Request for Program Update

Action:

Effective February 3, 2020 all training providers are required to follow the updated policies and procedures in the chapter indicated above. Subrecipients and staff are required to review the entire Chapter and Attachments.

Note: Per the changes to the policy on IEP updates, if a participant has not had an IEP update within the last three (3) months, the Subrecipient must provide an update to the IEP within thirty (30) days of this issuance to avoid any programmatic findings.

If you have any feedback or questions regarding this issuance contact your Contract Administrator. 

 

References:

  • 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.
  • Click on “Operations Resources” section.
  • Click on “Operations Manual” to see the list of chapters and operational issuances.
  • Click on “Chapter 4. Part 1: Adult and Dislocated Worker Program Activities | Attachments” to view the policy and attachments.