Issuance Number: 2020-10

Date: March 26, 2020

To: Workforce Partnership Subrecipients

From: Andrew Picard, Chief Program Officer

Subject: Temporary Guidance on WIOA Program Services Impacted by COVID-19

Purpose:

This operations issuance is to notify Workforce Partnership (SDWP) subrecipients of temporary guidance on WIOA program services for youth, adults, and dislocated workers. Subrecipients may use the policy outlined in the Operations Manual and/or the temporary guidance listed below.

Background:

Program services are impacted by COVID-19 and the Stay Home Order issued by the State of California on March 19th. SDWP and its subrecipients remain operational under the Essential Critical Infrastructure Workers (Essential) within the COMMUNITY-BASED GOVERNMENT OPERATIONS AND ESSENTIAL FUNCTIONS part of the order. This guidance will reflect the local commitment of continuing to provide services to enrolled and eligible individuals while respecting the stay home order. For updated CalJOBS guidance, please continue to review the “COVID-19 CalJOBS Updates” under references below.

Participant Case File Documentation

The case manager should use the “Document Manager” and/or the “Verify” links in CalJOBS to upload proper documentation into the participants CalJOBS case file, as required per the Operations Manual, or when listed below.

Program Services

Subrecipients may provide program services over the phone (i.e. conference call number) or through a visual-virtual conference (i.e Zoom, FaceTime). For services that require attendance be noted, the subrecipient must document the start and end times and the application used to provide the service in the attached case note. Case notes must be descriptive when documenting all program services. All program services must be tied to a goal/objective on the IEP/ISS.

  1. Work Experience (Youth Only) – Work experiences can only continue to be provided if the participant is working in an “essential” service per the stay home order. All work experience guidelines must be followed per the Operations Manual. If a work experience has been suspended due to the stay home order, document the temporary break in service in an attached case note and leave the activity open.
  2. Internships (Youth Only) – Internships can only continue if the participant is working in an “essential” service per the stay home order.
  3. Training – All training programs can move to online/virtual regardless if the training originally was in-classroom (or is listed as in-classroom on ETPL). The change should be noted as an attached case note to the training activity code in CalJOBS. If a training has been suspended due to the stay home order, document the temporary break in service in an attached case note and leave the activity open.

Supportive Service

Supportive Services can be provided to enrolled participants (both youth and adult) or to youth participants in follow-up. The supportive service must be provided in conjunction with another career service or training service and must be within the same dates of the career service or training activity. All supportive service guidelines must be followed per the Operations Manual, except for the amended guidance below:

  1. Documentation Process
    1. Staff must make a photocopy/take a photo of the gift card/check including the serial/card number and amount. This photo must be saved as a PDF and uploaded to the Document Manager in CalJOBS as participant file documentation.
    2. The supportive service can be mailed to the participant.
    3. Once the supportive service is received, written or visual (picture) confirmation from the participant serve as acknowledgement of receiving the supportive service. The attached case note must note that the case manager received written/visual confirmation of receipt. This documentation (email or photo) must be saved as a PDF and uploaded to the Document Manager in CalJOBS as participant file documentation.
    4. The participant can mail or email a copy (photocopy or picture) of the itemized receipt. This documentation must be saved as a PDF and uploaded to the Document Manager in CalJOBS as participant file documentation.
      1. During the stay home order, gas cards can only be distributed to participants who are working in “essential” employment.
      2. Mileage for Gas Cards – Mileage can be documented in the attached case note with the starting and ending location and total mileage. This must be completed for each trip. An itemized receipt from the purchase of gas must also be returned by the participant before additional gas cards can be issued.

Stipends (Youth Only)

All stipend guidelines must be followed per the Operations Manual and per the approved Stipend Policy, except for the amended guidance below. Subrecipient needs to update their stipend policy through a contract modification if any changes need to be made to their current policy.

  1. Online Participation

Stipends may be provided for attendance in a documented “visual/virtual” online classroom-based training or activity during the stay home order if the activity. Attendance must be captured by documenting the following in the attached case note:

  • The name of the instructor and their institution
  • Attendance was verified by the instructor
  • The start and end time of the training/activity verified by the instructor
  • The application used to provide the service

Stipends must be paid on actual hours of attendance. The attached case note must be descriptive in the content provided during the “online classroom” activity and the hours completed.

Incentives (Youth Only)

Incentives can continue to be provided to enrolled participants or participants in follow-up. Incentives may only be given to recognize an achievement or to signify completion of a training, education, or work experience activity. All incentive guidelines must be followed per the Operations Manual and per the approved Incentive Policy, except for the amended guidance below. Subrecipient needs to update their incentive policy through a contract modification if any changes need to be made to their current policy.

  1. Documentation Process
    1. Staff must make a photocopy/take a photo of the gift card/check including the serial/card number and amount. This photo must be saved as a PDF and uploaded to the Document Manager in CalJOBS as participant file documentation.
    2. The supportive service can be mailed to the participant.
    3. Once the supportive service is received, written or visual (picture) confirmation from the participant serve as acknowledgement of receiving the supportive service. The attached case note must note that the case manager received written/visual confirmation of receipt. This documentation (email or photo) must be saved as a PDF and uploaded to the Document Manager in CalJOBS as participant file documentation.

Action:

Effective March 19, 2020 all training providers may use this guidance as necessary to continue to provide services until the stay home order has been lifted.

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

References and Related Materials: 

  1. Executive Order N-33-20
  2. Essential Critical Infrastructure Workers
  3. COVID-19 Updates for Workers
  4. COVID-19 CalJOBS Updates
  5. Operations Issuance – 2020-08
  6. Operations Issuance – 2020-09