Operations Issuance: 2023-09

Issuance Number: 2023-09

Date: June 29, 2023

To: SDWP Youth Service Provider (YSP) Subrecipients, SDWP Staff

From: Crystal Gunter, Sr. Supervisor of Youth Services

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 – Title I WIOA Youth Program Activities. Updates to the chapter and attachments were made to align with federal, state and local policy changes.

Summary of Updates

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

General Updates

Section I.C. Partner Portal (Salesforce)

  • Added: Reference to the Partner Portal as a required system for intake and case management.

Section I.F.1. WIOA Application Number

  • Added: The WIOA Application Number is used to match participants between platforms (CalJOBS, Partner Portal, Workforce eFile) and must be entered into each once obtained through the Title I WIOA Application.

Program Components

Section II.D. Required Staff Positions

  • Removed: Adult Mentor no longer required.
  • Added to II.D.2: Peer Mentor will provide Adult Mentoring Services.

Section II.E. Mental Health Services

  • Added: YSP’s should develop Mental Health assessments to recognize the need for mental health services during the Objective Assessment (OA) process and train staff on a process on how to refer or provide services.

Section II.F. Meetings Trainings & Reports

  • Clarification on II.F.1: Link to the QNR form is available in the Partner Portal.
  • Added II.F.2: Faces of Workforce submission requirements and guidance. Link to the Faces of Workforce form is available in the Partner Portal.

Program Enrollment & Service Strategy

Section III.B. Intake & Eligibility Determination

  • Added III.B.2: Co/Dual Enrollment – Reference to SDWP Operations Manual, Chapter 7: Part 2: Title I WIOA Youth Eligibility.
  • Removed: Re-Enrollment Activity Limitations (Moved to Chapter 7, Part 2)

Supportive Services

Section IV.C.1. Supportive Service Guidelines

  • Added: Staff may submit a request to exceed the cap ($800 per program year). Approval is on a case-by-case basis and dependent on justification with direct linkage to successful completion of goal/outcome and budget availability.
  • Clarification: Related ISS Goal & Service (Activity)
    • The need for supportive services must be documented on the ISS under the specific goal/objective related to the results of the Objective Assessment (OA).
      • If the supportive service was not previously documented on the ISS, this requires an additional activity (413) and update to the ISS prior to OR on the day the Supportive Service is provided.
    • The supportive service activity must include a case note that details direct linkage to the related service activity or training provided AND the related goal/objective on the ISS.

Section IV.C.2. Equipment Purchases

  • Added: Policy and guidance on the purchase of equipment as a Supportive Service. These items should be expensed under “Participant Costs” and do not require tagging or recovery. There is a $450 maximum expense for equipment purchases, for which staff may request to exceed. Approval is on a case-by-case basis and dependent on justification with direct linkage to successful completion of goal/outcome and budget availability.

Incentives

Section IV.D.1. Incentive Guidelines

  • Clarification: Related ISS Goal & Service (Activity)
  • The incentive activity must include a case note that details direct linkage to the related service AND the related goal/objective on the ISS.
    • If the incentive is directly related to successful achievement of an ISS goal, this requires an additional activity (413) and update to the ISS.
  • Updated Example Case Note: Incentive paid for completion of adult education program (418) and receipt of GED related to the goal of obtaining their high school equivalency.

Stipends

Section IV.E.1. Stipend Guidelines

  • Added: Staff may submit a request to exceed the maximum hours on the Stipend Policy. Approval is on a case-by-case basis and dependent on justification with direct linkage to successful completion of goal/outcome and budget availability.
  • Clarification: Related ISS Goal & Service (Activity)
    • The stipend must be provided in conjunction with another career service or training service and must be documented directly in the career service or training activity case notes;
      • The stipend case note must also detail direct linkage to the related goal/objective on the ISS.

Work Experience

Section IV.F. Work Experience

  • Added: Virtual work experiences are allowable under the WIOA youth program.

Section IV.F.1. Work Experience Categories

  • Added: Apprenticeships

Section IV.F.3. Work Experience Expenditure Requirements

  • Added: Allowable expenses include Supportive Services tied to participation in a work experience activity.

Section IV.F.4. CalJOBS Activity Code Documentation

  • Added: Appropriate usage of activity codes for short-erm work experiences versus intenships.

Section IV.F.5. Unsubsidized Work Experience

  • Added: Documentation and process for unsubsidized and unpaid activities (not supported by WIOA funds) related to Work Experience.

Section IV.F.6. Subsidized Work Experience

  • Clarification: The Work Experience activity must include a case note that details direct linkage to a related goal/objective on the ISS.
    • The ISS should reflect the results of the Objective Assessment (OA) demonstrating need of a work experience based on limited or no work history and/or development in a specific career pathway.

Training Services

Section IV.G.1 Training Services and a Placement in Post-Secondary Education/Training

  • Added: Training as an active service (dual-enrollment) versus training as a placement (re-enrollment), including guidance and process for each.

Case Management

Section V. Case Management

  • Added: Case Management is the act of connecting youth to appropriate services, is not considered a program element, and cannot be logged as an activity (TEGL 21-16).

Removed: Dual and Co-Enrollments policy, process, and guidance moved to Chapter 7, Part 2.

Attachments

The following attachments were updated:

  • WIOA Youth Performance Reporting Timeline – New Dates for PY24
  • Stipend & Incentive Policy – Updated to reflect required approval for exceeding maximum hours.

The following attachments were removed:

  • Dual-Enrollment Request Form – Process moved to Chapter 7. Form will be integrated into new process (effective August 2023)

 

Action:

  1. Effective July 1, 2023 all WIOA youth 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.
  2. Staff should attend the training regarding this issuance on Friday, July 7th from 10am-11:30pm. A minimum of one staff from each youth subrecipient is required.
  3. Staff should review the Training and Employment Guidance Letter (TEGL) 09-22.

SDWP Staff are diligently working to connect all the platforms used in WIOA Youth Programs and to streamline policy and processes. 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 4.  Part 2: WIOA Youth Eligibility | Attachments” to view the policy and attachments.