Operations Issuance: 2020-27

Issuance Number: 2020-27

Date: August 7, 2020

To: Workforce Partnership WIOA Youth Subrecipients

From: Shaina Gross, Director of Programs

Subject: Operations Manual Update: Chapter 4. Part 2 & Attachments

Purpose:

This operations issuance is to notify Workforce Partnership (SDWP) subrecipients of changes to the Operations Manual: Chapter 4, Part 2 – WIOA Youth Eligibility. Updates to the chapter and attachments were made to align with the implementation of the Workforce e-File and migration to online services and CalJOBS documentation. 

SUMMARY OF UPDATES 

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) 

  • Updates were made to reflect the new workforce eFile requirement for eligibility documentation and the document manager in CalJOBS for programmatic documentation 

  • Updates to Section I. Introduction 

    • Collection of Medical information 

      • Process was updated to require forms/documents to be marked “Yes” in the Workforce eFile, which will lock the file, or if the forms/documents are uploaded into CalJOBS, the PII file would remain secure. 

  • Updates to Section II. Program Components 

    • Access & Locations 

      • Added requirement for online access 

    • Business Services 
      • Added reference to new SDWP Operations Manual Chapter 11. Business Services Policy and Procedures 
  • Updates to Section III. Program Services 
    • Objective Assessment Summary 
      • Process was updated – references to OAS activity code were changed to OA activity code 
    • Individual Employment Plan 
      • Process was divided into three sections – Initial Development, Updates to Goals/Objectives and Completion of IEP/ISS 
    • Verification of Right to Work 
      • Process for collecting and documenting verification of right to work was updated 
    • Supportive Services 
      • Process for documentation in CalJOBS was updated 
      • Process for documenting gas cards/ride share was updated 
    • Incentives 
      • Process for documentation in CalJOBS was updated 
    • Stipends 
      • Types of stipends was added/updated 
      • Process for documentation in CalJOBS was updated 
      • Stipends can be used for online activities 
    • Work Experience 
      • Process for documentation in CalJOBS was updated 
  • Updates to Section IV. Case Management 
    • Participant E-File Content 
      • Updates to Intake Documentation: new requirement to use the “Document Bin” in the participants Workforce eFile 
      • Updates to Program Documentation and Closure Documentation – new requirement to use the “Document Manager” and/or the “Verify” links in CalJOBS to upload proper documentation into the participants CalJOBS case file 
    • Dual and Co-Enrollments 
      • Process was updated to align with the new process in the Workforce eFile. 
  • Updates to Section V. Performance 
    • Credential attainment 
      • Process for documentation in CalJOBS was updated 
    • MSG 
      • Process for documentation in CalJOBS was updated 
    • Effectiveness of Serving Employers 
      • Added reference to new SDWP Operations Manual Chapter 11. Business Services Program Activities 

Attachment Updates 

The following attachments were updated: 

  • Youth Participant File Monitoring Checklist 

The attachments refenced below are no longer fillable and must be completed in the Workforce eFiIe: 

  • Request for Dual Enrollment Form 

The following attachments were removed from the policy: 

  • Incentive Log and Receipt Form 
  • Stipends Log and Receipt Form 
  • Supportive Services Log and Receipt Form 
  • Work Experience Checklist 

Action:

Effective August 7, 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. 

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

Resources:

  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 4.  Part 2: WIOA Youth Eligibility | Attachments” to view the policy and attachments.