earn operations manual - philadelphia...

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EARN Procedures Manual

TANF employment and training program services Effective Fiscal Year 2015

What’s new in the EARN Procedures Manual The FY 15 EARN Procedures Manual provides guidance on how to implement a new customer-centered service delivery model that is focused on standardizing key aspects of the programmatic experience. The customer flow, job finding, job placement, and other activities as outlined in this manual and the contracted Scope of Services will ensure that each EARN Center delivers a standardized, daily schedule of activities for the first and second weeks of participation. In addition to this manual, you will continue to receive policy changes and new procedures through email and operations memos from Philadelphia Works and the Department of Public Welfare. The manual begins with an Introduction to the basic aspects of the EARN System, Partnerships and EARN Center Locations followed by Department of Public Welfare (DPW) classifications of eligible EARN Center Customers. Additional DPW program requirements are detailed under Program Enrollment, Core Activities and Other Activities. With the policy parameters, partnerships, and customers clearly defined, the manual moves into four main sections. Section One: Customer Flow describes the Sequence of Services, and required day-to-day activity beginning with the EARN Participant and Service Flow. Guidelines for staff roles and responsibilities are followed by new Service Standards for the first two weeks of participation. In Section Two: Job Finding and Job Development, there is a new structure and emphasis on Job Finding Services, as well as, Targeting and Outreaching Employers. Participants will now test the labor market and take a new approach to receiving job placement assistance. Section Three: Customer Service and Case Management is unique in the need to maintain an employment and training environment while addressing issues that may interfere with job placement and retention. In this section of the manual, you will learn about tools and techniques that can be used in workforce development settings. This section also includes information on supportive services and documents often needed for work. Also in this section, under Training, Education and Language Services, you will find detailed information on The Welcoming Center for New Pennsylvanians, Limited English Proficiency and the Referral Process for Job Specific Skills Training. Data Management and Time & Attendance explain all of the data systems and what is required to meet and track time and attendance requirements as part of Section Four. Under DPW Case File Reviews and Performance Payments is where you will find information on Monthly Performance Payment Review and TANF Sample. Updates to required documentation and performance payments will be issued through operations memos. Finally, the DPW Performance Payment Submission Process is addressed in Attachment 17 of the Appendices to make updates readily accessible as operations memos. The Appendices also include forms and other documents that are referenced in the manual.

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Table of Contents Introduction………………………………………………………………………………………………………..……. page 8

Partnerships and EARN Center Locations Program Participants Program Enrollment, Core Activities and Other Activities

Section One: Customer Flow

I. EARN Participant and Service Flow …………………………………….……………………………… page 20 A. Sequence of Services B Service Delivery Methods and EARN Staff Roles and Responsibilities II. CAO Referral and Participant Segmentation…………………………………………….………. page 22 A. Segmentation: First-Time or Returning B. Returning Participants III. Service Standards for the First Week of Participation……………………………………….. page 24 A. First Week Program Activities and Services B. Minimum Tangible “Job Finding Services” Outcomes from the First Week of Participation IV. Service Standards for the Second Week of Participation…………………………..………. page 27 A. Second Week Program Activities and Services B. Minimum Tangible “Job Finding Services” Outcomes from the Second Week of

Participation V. Service Standards for Continued Program Participation……………………………………. page 31 A. Participants Employed At Least 30-Hours a Week B. Participants Employed Less Than 30-Hours a Week C. Participants in Community Work Experience

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Section Two: Job Finding and Job Development I. Four EARN Job Finding Services ………………………………………………………………..……. page 36 A. Structured and Supported Participant Job Search B. Job Development C. Job Placement D. Employer Access for Direct Participant Recruitment II. EARN Team Delivery of Job Finding Services……………………………………………….…… page 42 A. Sequence and Concurrence in the Delivery of Job Finding Services B. Shared Roles and Responsibilities in Job Finding Services C. Designing Job Finding Services to Connect Supply with Demand D. Leveraging the Workforce System for Participant Employment III. Targeting and Outreaching Employers……………………………………………………………… page 47 A. Setting Priorities for Outreach of New Employers

B. Frequent Contact with Current and Past Employers C. Employer Contact Database Section Three: Customer Service and Case Management I. Customer Service and Case Management for Job Seekers…………………………………….. page 50

A. Customer Service: The EARN Experience

B. Case Management Process

C. My Self Assessment

D. Supportive Services

II. Skills Training, Education and Language Services…………………………………………....... page 61

A. Job Specific Skills Trainings (JSST)

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B. Keystone Education Yields Success (KEYS)

C. Welcoming Center for New Pennsylvanians

D. Limited English Proficiency (LEP) Services

Section Four: Data and Information Management I. Information Management…………………………………………………………………….….……. page 70

A. Information Management Systems

B. Commonwealth Workforce Development System (CWDS)

C. Effort to Outcome (ETO)

D. Kronos

E. Telephony

F. Entering Employment Hours into Kronos

II. Time & Attendance………………………………………………………………………………………… page 77

A. Hours of Participation/Time & Attendance

B. Yearly Excused Absence Tracking Policy

C. Termination Policy

III. DPW Case File Reviews and Performance Payments……………………………………………. page 84

A. Monthly DPW Sample Review

B. Monthly TANF Sample

C. Monthly Performance Payment Review

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EARN Procedures Manual Attachments:

Attachment 1: ……………………………………………………………………………………………………………. page 91 Partnership Meetings Attachment 2: ……………………………………………………………………………………………………….…… page 93 Schedule of Additional Referral Days Attachment 3: ……………………………………………………………………………………………………………. page 94 Health Insurance Portability & Accountability Act (HIPAA) HIPAA Compliance Agreement: Confidentiality and Non-Disclosure Acknowledgement Attachment 4: ………………………………………………………………………………………………………….… page 96 Grievance and Complaint Resolution Procedure for Participants Attachment 5: ……………………………………………………………………………………………………….….. page 104 Worker’s Compensation Employee Notification Attachment 6: …………………………………………………………………………………………………………… page 106 DPW Guidelines for Community Service (Community Work Experience) Community Work Experience (CWE) Work Site Agreement Form Attachment 7: ……………………………………………………………………………………………………………. page 111 Enrollment and Services Form Services Authorization Continuance Placements Attachment 8: ………….…………………………………………………………………………………………………. page 117 Not Reconcilable Attachment 9: ………………………………………………………….…………………………………………………. page 118 JSST Referral Tracking Log Attachment 10: …………..………………………………………………………………………………………………. page 119 Attendance Form Attachment 11: …………………………………………………………………………………………..………………. page 120 Job Referral Form Attachment 12: …………………………………………………………………..………………………………………. page 121 Employment Refusal Policy Good Cause for Refusing Employment Attachment 13: ………………………………………………………………………………………………………..…. page 123 Refusal of Employment Warning Notice Refusal of Employment Final Notice

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Attachment 14: ………………………..………………………………………………………………………………….. page 125 My Self Assessment (MSA) My Personal Goals & Action Plan Worksheets & Exercises from Dr. Ford’s Case Management Training & Manual TANF Program Welcome Call Scripts Attachment 15: …………………………………….....…………………………………………………………………. page 156 PA Workwear Referral Form Attachment 16: ………………………………………………………..…………………………………………………. page 157 DPW Special Allowance Verification Form Attachment 17: ……………………………………………………………………..……………………………………. page 159 DPW Performance Payment Submission Process Attachment 18: ………………………………………………………………………………………………..…………. page 162 Test of Adult Basic Education (TABE) Attachment 19: …………………………………………………………………………………………………………… page 163 PA Department of Public Welfare Authorization for Release of Information

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EARN System Introduction

• Partnerships and EARN Center Locations • Program Participants • Program Enrollment, Core Activities and Other Activities

The EARN System The Employment Advancement and Retention Network (EARN) system centralizes all of the services and supports needed by individuals referred from the Philadelphia County Assistance Offices to find employment. EARN Centers offer skills assessment and a unique approach to job readiness and job placement services. Successful employment and job retention occur through job search, job finding, job development, job placement and training opportunities. Attention to the individual needs of job seekers includes access to a broad range of supportive services. EARN services include referral to Job Specific Skills Training (JSST) for individuals who may require additional skills to be employable. The EARN System’s vocational training program offers comprehensive, industry specific skills development in several occupational sectors including: retail, customer service, allied healthcare, security services, residential/counseling services, childcare, and commercial driver’s license (transportation). There are six EARN centers located in Philadelphia County to provide standardized workforce development services for individuals specifically identified by the County Assistance Office(CAO) as eligible to enroll.

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Partnerships and EARN Center Locations

Philadelphia Works and the Philadelphia County Assistance Office (CAO) provide oversight of the EARN System with the support of other partners through the Local Management Committee (LMC) and Department of Public Welfare’s Bureau of Policy Evaluation. Each EARN Center is partnered with one or more CAO district offices. See chart of regularly scheduled Partnership Meetings (Attachment 1). Everyone receiving services at an EARN Center is referred from a specific district office. EARN Centers do not accept walk-ins or referrals from any other agencies or programs. Currently, CAO districts and EARN Centers are partnered as follows:

EARN Centers Philadelphia County Assistance District Office

Impact Services 2701 N. Broad Street, 4th Floor, 19132

215-430-4930

Chelten District 301 E Chelten Avenue, 3rd Floor,

19144 215-560-5200

Glendale District 5201 Old York Road, 19141

215-560-4600

EDSI West Philadelphia 5070 Parkside Avenue, Ste. 2500,

19131-4747 215-473-3630

Delancey District 5740 Market Street, 2nd Floor,

19139 215-560-3700

West District 5070 Parkside Avenue, 19131

215-560-6100

Career Team 1500 Walnut Street, Suite 800, 19102

215-772-0870

Elmwood District 5740 Market Street, 1st Floor, 19139

215-560-3800

South District 1151 South Broad Street, 19147

215-560-4400

Esperanza/ENPWDC 4231 N. 5th Street, 19140

215-967-9711

Liberty District 219 E Lehigh Avenue, 19125

215-560-4000

Somerset District 2701 N. Broad Street 2nd Floor,

19132 215-560-5400

JEVS 1952 E. Allegheny Avenue, 19134

P 267-350-8500

Unity District 4111 Frankford Avenue, 19124

215-560-6400

Boulevard District 4109 Frankford Avenue, 19124

215-560-6500

People for People 800 N. Broad Street, 7th Floor, 19130

267-767-5930

Ridge/Tioga District 1350 W. Sedgley Avenue, 19132

215-560-4900

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Job Specific Skills Training (JSST)

JSST Providers and trainings offered through the EARN System as follows:

Job Specific Skills Training Providers Trainings

Abo Haven

Berean Institute 1909 W. Girard Avenue

Philadelphia, PA 19130 215-640-0880

Certified Nurse Aide Home Health Aide

Retail Customer Service

Congreso

216 W. Somerset Street Philadelphia, PA 19133

215-763-8870

Child Development Associate

Goodwill Industries

222 White Horse Pike Stratford, NJ 08084

1-856-466-4583

CDL/B

People’s Emergency Center

325 N. 39th Street Philadelphia, PA 19104

215-382-7522

Residential Associate

Scotland Yard

2243 W. Allegheny Avenue Philadelphia, PA 19132

215-430-0400

Security Training (235)

The Welcoming Center

1617 John F. Kennedy Boulevard 5th Floor Philadelphia, PA 19103

215-557-2626

Limited English Proficiency Services

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Program Participants Temporary Assistance to Needy Families (TANF) Recipient TANF provides cash assistance to families with children and pregnant women for five years (60 months*). Adult recipients of TANF benefits, who are employable, are expected to pursue employment or participate in an employment and training program in order to find work and continue to receive benefits. Eligibility for TANF benefits is determined by the CAO based upon the household composition, the amount of time they have been receiving benefits and the income and resources of the household. Upon enrollment in the TANF Employment Program, the job seeker participates in a variety of job readiness activities until becoming employed. TANF recipients who do not meet exemption or good cause criteria must, in accordance with federal TANF regulation, seek, accept, and maintain employment in order to receive TANF benefits. If they fail to follow their Agreement of Mutual Responsibility (AMR) and/or the program requirements, the client may be terminated from the employment and training contractor and reported to the CAO. *Extended TANF Extended TANF customers are permitted to continue receiving TANF benefits and participate in respective activities beyond the 60-month limit, because a hardship (as defined by federal law) has been identified. It is important to note that Extended TANF customers cannot participate in education or job skills training activities. Supplemental Nutrition Assistance Program (SNAP) Formally, Food Stamps Only Food Stamps are used to buy food and help low-income households obtain more nutritious diets by increasing their food purchasing power. Food Stamps are placed in an Electronic Benefits Transfer (EBT) account that allows withdrawals for food purchases at grocery stores and supermarkets. As a requirement for receiving this benefit, applicants complete an Employment Development Plan (EDP) at the CAO. The EDP serves the same function as the AMR, and is jointly developed by the applicant and the CAO worker. Eligibility for SNAP is determined by the County Assistance Office and is based on household income and resources. Note: See DPW EARN Policy and Procedures Manual for more information related to SNAP requirements.

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Program Enrollment, Core Activities and Other Activities Program Enrollment Weekly*, CAO district offices refer customers to the EARN Centers. While the goal is and remains that clients will be enrolled within 7 working days of the referral, it is understood that the goal will not be reached in 100% of cases. In circumstances where enrollment within the 7 day time frame is not possible please work with the CAO to determine the best action to take. This might often be due to but not limited to child care and transportation issues. There is not a need to referral/reject each client after 7 days and have the CAO create a new referral. The system (CWDS) time frame is still 15 days. *(See Attachment 2 for Schedule of Additional Referral Days). Once enrolled, customers are required to complete 30 hours of program participation per week (Sunday to Saturday) unless otherwise indicated on the AMR. Single parent households with a child under the age of 6 years old are required to participate for 20 hours per week. In the event a customer does not report as scheduled or refuses to cooperate, the following referral rejection codes may be used according to the situation. Referral Rejections Below are descriptions of and typical guidelines for the use of Referral Rejection Codes.

Code 1: Did Not Report - Customer did not come to the program at any time. If you know why the customer did not come to enroll, enter a comment and use rejection code 1 even though a reason was provided. For example, the customer may have called to say that a relative is ill or they do not have child care. The important factor here is that they did not come to the program. Code 2: Refused to Cooperate – Customer must come to the program and once they are there, one of the following is determined: • Unexplained Absence/ MIA – Customer is present and leaves the program without being

excused. • Lateness - Customer arrives late on Day 1 and does not indicate a commitment to attend

going forward. You may allow late customers to participate on Day 1 and withhold entering the enrollment until Day 2.

• Dress code – Allow customer to participate in the program and facilitate referral to PA Workwear (PAWW) or other clothing resources. Do not referral reject unless the customer refuses PAWorkWear and/or continues to dress in a manner that would prohibit job interviews. Business attire is not required for all types of employment and is not required for program participation. A clarification comment is required for all Code 2 rejections.

Code 5: Other – Customer reports to enroll in the program, but expresses barriers (with documentation) that will immediately prevent ongoing participation. Barriers may include health issues involving the customer or family member; court, DHS or other appointments; housing issues and CCIS issues. If it is verified that CCIS services were provided and the

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customer refused to follow up with those services, use Code 2. A clarification comment is required for all code 5 rejections. Code T: Referred in Error – Customer reports to the program and is a student, is in 3rd trimester of pregnancy or the CAO requests a Code T. A clarification comment is required for all code T rejections.

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Core Activities and Other Activities for TANF customers TANF regulation defines participant activities that are countable toward achievement of the federal Work Participation Rate (WPR). Called “core” activities, they restrict the length of time customers can participate in activities associated with job search, education and skills training under certain circumstances. The federally mandated core activities are: Caring for a Community Service Participant’s Child

English as a Second Language (ESL)

Adult Basic Education (ABE)

General Equivalency Diploma (GED)/High School-Preparation for GED

Activity Code

Durational limits Core/Non Core Description

6 N/A CoreThe hours a TANF client spends caring for a child of another TANF client who is participating in a community service.

Activity Code


11 N/A Non Core

ESL is part of a vocational educational training plan specifically designed to improve the individual's English language proficiency needed to compete successfully in the current job market. When providing ESL instruction, vendors are required to ensure it is provided as part of a vocational educational training activity. The ESL portion of the curriculum focuses on vocabulary and reading assignments which relate to the participant's current course of vocational training.

Activity Code


12 N/A Non Core

ABE is designed to increase literacy and computational levels consistent with employment goals. The educational activity must be embedded with other skills training activities that have been determined necessary in order to meet the goals set on the participant's EDP.

Activity Code


Educational activity offered by an accredited high school or GED provider.* This is a core activity for: single heads of household under the age of 22; and families with both parents under the age of 22 who are each participating in this activity for the required hours.When the participant maintains satisfactory progress as determined by the educational provider, the client will receive credit for compliance with 20 hours per week of activity.** This is non-core for all others.

18 N/ACore or

Non-Core

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Community Service

On the Job Training (OJT)

Subsidized Employment

Activity Code


Community service is a beneficial activity available for clients who have a negligible work history, or who live in communities where there is minimal employment. CAO caseworker must note the number of hours on the client’s AMR.CAO determines number of hours per week allowed in this activity based on the Fair Labor Standards Act.Clients who participate for the required hours per week are given credit for total core hours of participation even if the actual hours are less than the core requirement.

20 N/A Core

Activity Code


22Limited to 12 mo. but may extend for certain cases.

Core

OJT is full or part-time, private or public sector employment that combines a period of subsidized employment with instruction necessary to perform specific job functions. The wage subsidy is provided by a contracted employment and training provider to the employer. Individuals are employed by the OJT employer from the start of the program and are expected to be retained in employment at the conclusion of the OJT contract. Employers who fail to retain participants without good cause will not be given an additional OJT contract. OJT provides individualized occupational skills training to acquire specific skills and employment competencies through participation in a work setting. This activity may include internships, practicums, professional certification, and clinical training required by an academic or training institution for licensure, when the client is paid by an employer to attend.

Activity Code


Subsidized employment provides public or private section employers with a wage subsidy for a negotiated period of time. Subsidized employment programs do not require the employer to provide special training to the participant other than that which any other employees in the same position should receive. In order to use subsidized employment as an activity, programs must enter into a written agreement with the employer.Employers that terminate clients at the conclusion of the subsidy period without cause are not permitted to receive a subsequent wage subsidy.

23Up to six months although

exceptions may be possible. Core

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Vocational Educational Training

Paid Work Experience

Work Study

Unsubsidized Employment

Activity Code


Up to 12 months in a lifetime.

Any time used in a month counts as a month.

The Vocational Education time limit inlcudes time spent in activity codes 14, 15, 16, and 24.

24 Core

Skill/vocational training is a time limited TANF activity. Clients are limited to 12 months in a lifetime. Vocational Education provides training in specific occupational skills needed in the current job market.

Activity Code


26 6 months in a lifetime Core

PWE is an opportunity for clients’ to enhance workplace skills and employability. PWE is subsidized employment. Current DPW regulations allow this activity for a maximum of six months in an individual’s lifetime with the following exceptions. PWE may be extended if an individual has a disability covered under the provisions of the ADA or if an individual has to withdraw from PWE for good cause such as injury.

Activity Code


31 N/A Core

Work Study is employment at a college that is subsidized by funds from a federal or state work study program. Work study normally combines an academic program with paid employment in which a client gains practical experience in the workplace. Income received from work study is exempt from the client’s TANF and SNAP computation and does not have a financial affect on the amount of the family’s TANF or SNAP grant.

Activity Code


33 N/A Core

Unsubsidized employment is full or part-time employment, including self-employment, in which neither the employer nor employee receives a subsidy from TANF or other public funds. The program must document the job start by obtaining a copy of a pay stub or on a letter from the employer on company stationery.

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Non Core Vocational Education

Jobs Skills Training Directly Related to Employment

Activity Code


This code is for clients without a high school diploma or GED. Vocational Education provides training in specific occupational skills needed in the current job market.Clients who are required to participate for 30 or more total hours per week can use this activity toward the non-core requirement. The client must be enrolled in a core activity for the appropriate number of hours.This activity cannot be counted as a core activity, but 20 hour-per-week clients may volunteer to participate for hours beyond their minimum 20. Move Up must be utilized to provide these services if it exists in the areaUse code 34 if the participant does not already have a high school diploma or GED.Use code 35 if the participant already has a high school diploma or GED.

34 or 35 N/A Non Core

Activity Code


Job skills training directly related to employment is formal training provided by a contracted employment and training vendor, that is specifically designed to improve an individual’s skills on the job, and may include continuing education or job skills courses.

This activity is NOT a continuation of the job search and job readiness assistance activity. Rather, it is Skills Training such as certified nurse assistant training, food service, Microsoft Office, etc.

The activity can be provided after individuals have exceeded their 12 months of vocational educational training so that they may complete their program and for clients who are meeting their core activity requirements but who also wish to participate in the activities listed in this document. Note that baccalaureate degree programs may be approved and counted as non-core “skills training directly related to employment” for clients who are meeting their 20 hour per week core requirement through a work-related activity,Additional activities may be embedded within the curriculum and include ABE, ESL and GED.

38 N/A Non Core

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Job Search/Prep Training and ongoing job search

Rehabilitative Services

Vocation-Specific Work Experience (VWE)

Federal regulations also impose a time-limit on the employment and training services that are provided to TANF clients. With a few exceptions, all employment and training programs must follow these rules when providing services to program participants.

Activity Code


Job search and job search readiness is the activity of seeking employment combined with instruction for finding, accepting and keeping employment. It consists of time the individual spends looking for employment on their own, including registering with CareerLink, attending workshops, job fairs and computer labs. Substance abuse treatment, mental health treatment and other rehabilitative treatments are included with job search and job readiness when the necessity of treatment is documented by a qualified medical, substance abuse, or mental health professional. (This does not include physical health rehabilitative services)-Please see AC-49)After a four-week consecutive period of job search/job readiness, the client must be enrolled in a different Core activity for at least a week. One week of job search/job readiness is defined as 20 hours for a single parent with a child less than six years of age (for a total of 240 hours for the 12-week limit in a 12 month time frame) or30 hours for a single parent with all children age six or older or no child under age six (for a total of 360 hours for the 12-week limit in a 12 month time frame)

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TANF clients with a child under six are allowed to participate for up to 240 hours in a rolling 12-month period and all other clients are allowed to participate for up to 360 hours in a rolling 12 month period.

Core

Activity Code


49

TANF clients with a child under six are allowed to participate for up to 240 hours in a rolling 12-month period and all other clients are allowed to participate for up to 360 hours in a rolling 12 month period.

Core

Rehabilitative Services include family violence counseling, Office of Children Youth and Families (OCYF) specified family services plan, substance abuse treatment, mental health counseling and any other type of rehabilitative activity. Physical rehabilitation treatment is excluded from this activity. Rehabilitative services must be determined necessary and documented by a qualified medical, substance abuse or mental health professional.

Activity Code


51 N/A Core

VWE is DPW-funded work experience, which is directly related to an individual’s field of study during their enrollment in vocational or post-secondary education. As in many adult education models, it is important that classroom theories are applied in a “real life” environment to ensure that a client can more readily connect theory and practice, which results in helping them become more employable. VWE is intended to offer the individual the opportunity to apply their current course of vocational or post-secondary education in a vocation-specific work setting.

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SNAP ONLY English as a Second Language (ESL)

Adult Basic Education (ABE)

SNAP only 60 day Job Search

Other activities permitted for SNAP only clients: See above TANF Descriptions

• Community Service (AC20) • Subsidized Employment (AC23) • Vocation Education (AC24) • Paid Work Experience (AC26) • Unsubsidized Employment (AC33)

Activity Code


11 N/A Core

ESL is part of a vocational educational training plan specifically designed to improve the individual's English language proficiency needed to compete successfully in the current job market. When providing ESL instruction, vendors are required to ensure it is provided as part of a vocational educational training activity. The ESL portion of the curriculum focuses on vocabulary and reading assignments which relate to the participant's current course of vocational training.

Activity Code


12 N/A Core

ABE is designed to increase literacy and computational levels consistent with employment goals. The educational activity must be embedded with other skills training activities that have been determined necessary in order to meet the goals set on the participant's EDP.

Activity Code


46 60 days CoreHours the client spends preparing for and searching for employment

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SECTION ONE: Customer Flow

I. EARN Participant and Service Flow A. Sequence of Services

1. CAO Referral

1.A - First-Time Participants

2. - First Week of Participation

- Enrollment, Rules, Participation Hours - MSA Action Plan

- Benefits of Work, Overcoming Challenges - Job Finding Skills and Tools

-Testing of Labor Market - Plans for Second Week

I.B - Returning Participants

First Week of Participation

- Individual Meeting with Employment Advisor During First Week

- Customize Week 1 & 2 Activities and/or Join First-Time Participants Activities

3. - Second Week of Participation

- Daily Supervised, Structured Job Finding Activities (Including Testing of Labor Market) - Learn Job Keeping and Job Coping Skills

- Plans for Third Week (and Beyond), Including Community Work Experience, If No Job

4. - Continued Program Participation

4.A - Employed (At Least 30 Hours)

Retain Employment

Participant

And Program Success

4.B - Employed (Less than 30 Hours)

4.B.1 – More Hours Same

Employer

4.B.2 – New Job of 30-Hrs with New Employer

4.B.3 – Another Part-Time Job

for 30-Hrs Total

When Employed at 30 Hours,

Move to 4.A

4.C. - Not Employed (Community Work Experience)

4.C.1 – Authentic

Work Experience Related to Labor Market

4.C.2 – Continuous Job Finding

Services

When Employed, Move to 4.A or 4.B

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B. Service Delivery Methods and EARN Staff Roles and Responsibilities

1. Services will be delivered through a mix of one-on-one meetings, group workshops, and supervised participant self-directed activities. The mix of service delivery methods will be determined by each EARN Center.

2. The service delivery methods must include all specified required activities, meet the defined

service standards, and result in producing the minimum tangible “job finding services” outcomes from each week of participation.

3. Each EARN Center will have a standardized, daily schedule of activities for the first and second

weeks of participation that includes all of the required services and meet the service standards. Additional activities may be added by the EARN Center as long as all required services and activities are included.

4. This schedule will include what is to be accomplished and taught each day, the method by which

each service will be delivered, who will deliver each service, and the hours to be expended on each service activity.

5. Each EARN Center will clearly define its staff’s specific roles and responsibilities in delivering the

services, meeting the service standards, and achieving the service outcomes. 6. If different staff positions share in the delivery responsibilities for certain services and/or

services are delivered concurrently by different staff positions, specificity must be provided on who does what and how the customer will be seamlessly handed-off and/or shared between staff members

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II. CAO Referral and Participant Segmentation

A. Segmentation: First-Time or Returning B. Returning Participants

Chapter II: CAO Referral and Participant Segmentation (Process Steps 1, 1.A, and 1.B) A. Segmentation: First-Time or Returning

1. Referred participants will be identified as either first-time or returning participants on the first day of participation.

2. Participants who are first-time participants will begin the first week of participation and receive

the services defined in Section III. B. Returning Participants

1. A returning participant will have a one-on-one meeting with an Employment Advisor during the first week

2. During this meeting, the Employment Advisor will discuss:

a. The reason/s for the participant’s return b. The participant’s learning from the experience c. What can be done to make participation more successful this time d. The participation rules, expectations, and consequences (emphasized in the context of the

reason for the return) e. Strategies for overcoming potential personal, job finding, and job retention challenges that

led to the return

3. The participant and the Employment Advisor will:

a. Complete or review the required enrollment forms b. Complete or review an update of “My Self Assessment and “My Personal Goals and Action

Plan” c. Develop a service plan to meet the requirements of the AMR/EDP

4. After the completion of the program entry requirements, the Employment Advisor will

customize and schedule the first two weeks of activities for the participant 5. The first two weeks of activities may include:

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a. Immediate scheduling of Community Work Experience as a program participation activity; b. Supported, structured, and supervised job search activities; c. One-on-one meeting/s with the Employer account representative (if return is due to the loss

of a job that was not the fault of the participant); and/or d. Consideration for participation in Job Specific Skills Training and, if appropriate and decided,

initiation of the processes for referral to JSST e. Participating in all or some of the first and second week program activities for all first-time

participants

6. After the first two weeks of participation, the returning participant will receive the same services received by first-time participants as defined in Section V.

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III. Service Standards for the First Week of Participation A. First Week Program Activities and Services B. Minimum Tangible “Job Finding Services” Outcomes from the First Week of Participation Chapter III: Service Standards for the First Week of Participation (Process Step 2) A. First Week Program Activities and Services During the first week of participation, the participant will (at a minimum):

1. Complete program entry requirements, including:

a. Enrollment or (reenrollment) into the program, with all required forms b. Review of the Agreement of Mutual Responsibility (AMR) or the Employment Development

Plan (EDP) for participant understanding and commitment c. Completion of the “My Self Assessment” and “My Personal Goals and Action Plan” d. Development of a service plan to meet the requirements of the AMR/EDP

2. Understand program rules and participation requirements, including:

a. The hours of participation required and the consequences of non-participation b. Use of KRONOS for participation hours c. Receipt, review, and understanding of the EARN Participant Handbook d. The expectation for continuous participation in job finding activities throughout program

participation 3. Know the benefits of work, including:

a. Identification of the participant’s prime motivation for work (beyond program compliance) b. Impact of wages on the participant’s benefits (including both cash and noncash assistance)

4. Have an individual strategy for overcoming potential personal, job finding, and job retention challenges, including:

a. Referrals (as needed and appropriate) to community services b. Access to childcare, transportation, and interview/work clothing

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c. Background checks, clearances, and references d. A “Work Ready Portfolio” with all of the documents needed for job application and

employment, including an official identification card, a Social Security card, and the documents needed to complete the I-9

5. Learn job-finding skills, including:

a. Identifying job openings and networking b. Applying for jobs c. Practicing basic computer skills to identify and apply for jobs online d. Interviewing effectively

6. Develop tangible job-finding tools, including:

a. A Job Finding Plan with specific activities and dates b. Resume (in both electronic and hard copy formats) c. Sample job application form for use in completing applications online and/or in person d. Registration in JobGateway and instruction on how to use it for job matching

7. Meet (as a group) with the Employer account representative/s, including:

a. The role of the Employer account representative in providing Job Development and Job Placement Services

b. How to “earn the right” to be referred*

(*Note: A participant is determined to have “earned the right to be referred” through an assessment of their job search readiness, job readiness, and program behaviors indicating job readiness; please refer to the chapter on “Standards and Procedures for EARN Job Finding Services” in this manual.)

8. Test the labor market, including:

a. Identification (with the assistance of EARN staff) of job openings for application b. Application (with the assistance of EARN staff) to at least three current job openings during

the first week of participation 9. Conduct a self-assessment of the first week of participation and progress (with EARN staff

feedback), including:

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a. Participant self-assessment of the week’s activities, the level and quality of his/her participation, major learning, and commitment to find employment

b. Individual feedback on progress from the Workshop Instructor and Employment Advisor c. Celebration of areas of progress and identification of areas needing continuous

improvement

10. Know the plans for the second week of participation, including:

a. Day-by-day activities and hours b. Meet individually with Employer account representative, if “earned the right to be referred” c. Continue to identify job openings and apply for jobs d. Prepare for Community Work Experience beginning the third week of participation, if not

employed and not making significant progress in job finding e. Learn and improve appropriate workplace behaviors for job retention and advancement and

job coping skills f. Hone and practice job search skills learned in the first week

B. Minimum Tangible “Job Finding Services” Outcomes from the First Week of Participation By the end of the first week, each participant will have:

1. Completed a customized Job Finding Plan 2. Developed both an electronic and hard-copy resume 3. Created a sample job application form with the detail needed to complete job applications and

practiced applying for jobs online and in-person 4. Registered in JobGateway to be available for job matching and instructed on how to use

JobGateway to identify job openings 5. Learned and practiced job search skills, including identifying job openings, applying for jobs, and

interviewing skills 6. Applied for at least three currently open jobs through job leads identified by either EARN staff or

discovered by the participant in his/her self-directed job search 7. Understood how to “earn the right to be referred” by Employer account representatives for Job

Development and Job Placement Services 8. Been referred to the Employer account representative for Job Development and Job Placement

Services, if job search ready and job ready

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IV. Service Standards for the Second Week of Participation A. Second Week Program Activities and Services B. Minimum Tangible “Job Finding Services” Outcomes from the Second Week of Participation Chapter IV: Service Standards for the Second Week of Participation (Process Step 3) A. Second Week Program Activities and Services During the second week of participation, the participant will (at a minimum):

1. Participate daily in supervised and structured job finding activities, including:

a. Daily, facilitated, in-center activities where participants are supervised and supported in identifying job leads and applying for jobs

b. Explore the most common jobs and industries hiring EARN participants and explore which

one/s to target in their job search c. Discuss job-finding challenges with peers and brainstorm solutions to overcome them d. Use the Internet to identify job openings, match for jobs using JobGateway (and other job

matching sites), and apply for jobs online e. Improve the resume and sample job application form developed in the first week of

participation f. Practice interviewing skills through mock interviewing g. Update his/her Job Finding Plan to include activities for the next four weeks

2. Intensify the test of the labor market:

a. Follow- up on self-identified or EARN staff-identified job leads b. Apply for at least one job every day (for a total of five additional job applications by the end

of the second week of participation) c. Go on interview/s if contacted by an employer (or arranged by the Employer account

representative); follow-up on any interview/s; and debrief interview/s with EARN staff d. Attend employer-sponsored recruitment events

3. Meet one-on-one with an Employer account representative, if the participant has “earned the

right to be referred”

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a. Meet with an Employer account representative to review, customize, and offer advice on their job-finding tools in relation to current job opportunities

b. Receive appropriate job leads and referrals for participant application and follow-up

4. Learn Job keeping and job coping skills, including:

a. Importance of job retention b. Expected workplace behaviors c. Dealing with bosses and co-workers d. Coping with work/home balance and stress e. Problem-solving skills

5. Understand the purpose and requirements of Community Work Experience, including:

a. The purpose of Community Work Experience is more than just compliance with participation hours

b. Community Work Experience is to teach skills, enhance resumes, provide specific work

experience in occupations where employers are hiring, and, potentially, serve as try-out employment with the host agency.

c. Community Work Experience does not replace job search activities; all participants in

Community Work Experience are to continue job-finding activities each week during their participation in CWE.

d. A single CWE position and site has a maximum limit of 45 days

6. Prepare to begin Community Work Experience the third week of participation (if not employed and not making significant progress in job finding activities*), including:

a. EARN staff present Community Work Experience option/s (including the names of potential

host site/s and work experience position description/s) b. Participants applies and interviews for position/s c. If selected by the host site, the EARN staff works with the participant to specify the skills to

be learned in the position and how the CWE will be used to leverage unsubsidized employment

d. Complete any logistical details needed to initiate CWE on the first day of the third week of

participation

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(*Note: If EARN staff determine an individual participant is making significant progress in job finding activities and participant job search hours are available, the third and fourth weeks may be allocated to and scheduled for continued job finding activities. Examples of “significant progress” could include: job interviews are scheduled; the participant has demonstrated a strong commitment to finding a job immediately; and/or the participant has been determined to have “earned the right to be referred” and is working with an Employer account representative who believes they have realistic prospects for employment within the next two weeks.) However if an individual participant is not making significant progress in job finding by refusing job offers, follow the Employment Refusal Policy in the Appendices.

7. Present the opportunity for Job Specific Skills Training (JSST) to specific participants who are identified as likely to benefit from JSST, including:

a. During the second week of participation, EARN staff will identify participants who are

potential candidates for JSST and discuss this opportunity individually with those so identified

b. During this meeting, EARN staff will conduct an assessment to determine if training is

needed to find a job, if sufficient participation hours are available to complete the training, and if the participant is interested in JSST

c. If the participant is interested in JSST, EARN staff determine the participant needs JSST and if

participation hours are available, the participant will then be referred to a JSST program provider(s) for potential participation. (Process Steps section 3, II A)

8. Conduct a self-assessment of the second week of participation and progress and plan the

activities for the next four weeks, including:

a. Participant self-assessment of the second week’s activities, the level and quality of his/her participation, major learning, and commitment to find employment

b. and other EARN staff c. Celebration of areas of progress and identification of areas needing continuous

improvement d. Development of day-by-day activities (with hours) for the third week (and every week until

employed), including Community Work Experience and at least four hours a week in supervised, structured job finding activities

e. Identify the contact methods, dates, and times with the Employment Advisor for the third

week (and every week until employed) B. Minimum Tangible “Job Finding Services” Outcomes from the Second Week of Participation By the end of the second week, each participant will have:

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1. Updated his/her Job Finding Plan for the next four weeks 2. Identified job openings and applied for at least one job every day and at least eight jobs by the

end of the week 3. Met with the Employer account representative (if determined to have “earned the right to be

referred”) and received job leads and referrals for application and have applied for those jobs 4. Learned job keeping and job coping skills 5. Practiced application and interview skills by applying and interviewing for at least one

Community Work Experience position

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V. Service Standards for Continued Program Participation A. Participants Employed At Least 30-Hours a Week B. Participants Employed Less Than 30-Hours a Week C. Participants in Community Work Experience Chapter V: Service Standards for Continued Program Participation (Process Steps 4.A, 4.B., and 4.C) After the first two weeks of participation, participants with be segmented into three categories of participation: a. Employed at Least 30-Hours a Week; b. Employed Less Than 30-Hours a Week; c. Unemployed and Participating in Community Work Experience. Services and service standards vary for each category: A. Participants Employed At Least 30-Hours a Week (Process Step 4.A)

1. Job retention services will be offered and delivered to participants employed in jobs of at least

30 hours a week. 2. Employment Advisors will contact and provide retention services to all participants in this

category at least two times a month for 26 weeks

a. If the participant obtained the job through a job development or job placement referral made by the Employer account representative, the Employer account representative will make contact with the new employee during the first week and notify the Employment Advisor of the results of the contact.

3. Contact may be by phone, email, or in-person. The purpose of the contact is to confirm

continued employment and offer support and advice to the participant in maintaining the job.

B. Participants Employed Less than 30-Hours a Week (Process Step 4.B)

1. The EARN Center will make available continued job finding services to all participants working less than 30-hours a week and encourage (and/or require) participation in those services

2. After counting the hours of unsubsidized employment, any remaining required participation

hours will be met through supervised, structured job search activities (and, only if necessary, through Community Work Experience)

3. Participants (working with their Employment Advisor) will be expected to update their Job

Finding Plan to continue the search for employment of at least 30-hours a week 4. Participants will be scheduled to report to the EARN Center for supervised, structured job search

activities for the hours remaining for job search services

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5. Participants will be invited to participate in the daily supervised and structured job finding activities held for new participants in the second week of participation, if their work schedule does not conflict with attendance

6. Three strategies and sets of services will be delivered and offered to those who are employed,

but working less than 30-hours a week.

a. Seeking More Hours with the Same Employer (Process Step 4.B.1)

1. Participants will be taught that job performance is key to an increase in hours 2. Participants will be taught how to ask for more hours and be encouraged to do so on a

weekly basis 3. If the participant obtained the job through a referral from the Employer account

representative, the Employer account representative will contact the employer (after a reasonable period of positive job performance) to urge more hours of work for the participant

b. Seeking a New Job of At Least 30-Hours a Week with a New Employer (Process Step 4.B.2)

1. Employer account representatives will meet individually with these participants to offer

job development and job placement referrals for jobs of at least 30 hours a week

c. Seeking Another Part-Time Job for a Total of At Least 30-Hours a Week (Process Step 4.B.3)

1. The Employment Advisor will work with the participant to resolve childcare and transportation challenges that may be confronted with holding two, part-time jobs with variable hours

2. Employer account representatives will meet individually with these participants to offer

job development and job placement referrals for another part-time job

7. When participants have obtained employment of at least 30-hours a week, they will receive the services under “Process Step 4.A. –Employed at Least 30-Hours a Week”

C. Participants in Community Work Experience (Process Step 4.C.)

1. Authentic Work Experience Related to the Labor Market (Process Step 4.c.1)

a. Each EARN Center is responsible for developing worksites with nonprofit and/or

government agencies where participants will have an authentic and meaningful work experience that teaches hard and soft skills, appropriate workplace behaviors, and the importance of attendance and timeliness

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b. All worksites will meet DPW worksite requirements and sign the “Community Service Agency Agreement.” (See Attachment 6 for DPW Community Service Guidelines and Standardized Worksite Agreement).

c. All Community Work Experience positions will have a position description (with meaningful

and tangible work activities) and an identified, specific supervisor who is responsible for the participant’s workplace learning and performance

d. Priority for CWE positions will be given to those that provide the specific work experience

and skills in the occupations where most participants find unsubsidized employment, including: food service, customer service, child/elder care, and health care

e. Participants will not be “given” or “assigned” a CWE position; they will be required to apply

and be interviewed by the position supervisor prior to being selected for and accepting the position

f. The Worksite Coordinator will work with the participant and the supervisor to clearly specify

the skills to be learned and the work performance standards to be met g. CWE position has a maximum duration of 45 days h. The Worksite Coordinator will make an onsite visit to the worksite within the first 30 days of

the CWE and meet with both the participant and the supervisor to discuss performance and skill progress and, if necessary, recommend improvements

i. If the participant has not achieved unsubsidized employment by the end of the 45 days

duration maximum, the participant will be required to apply and interview for a new CWE site and position

2. Continuous Job Finding Services Until Employed (Process Step 4.B.2)

a. All participants will continue to update and implement their Job Finding Plan while in CWE b. At least four hours each week of each CWE participant’s required participation hours will be

allocated to in-Center supervised, structured job search activities c. Participants will apply for at least five jobs each week while participating in CWE d. Participants will update their resumes, sample job application forms, and JobGateway

registration to reflect their CWE position and new skills learned

3. Participants will be taught how to ask the host CWE site and supervisor to hire them in unsubsidized employment

a. Participants who have been identified as having the “right to be referred’ will meet with the

Employer account representative for job development and job placement services

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4. Once employed, participants will receive the applicable services under “Process Step 4.A. - Employed at Least 30-Hours a Week” or “Process Step 4.B. - Employed Less Than 30-Hours a Week”.

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SECTION TWO: Job Finding and Job Development I. Four EARN Job Finding Services A. Structured and Supported Participant Job Search

B. Job Development

C. Job Placement

D. Employer Access for Direct Participant Recruitment

Chapter I: Four EARN Job Finding Services

A. Structured and Supported Participant Job Search

Job Seeker/Participant

B. Job Development

C. Job Placement

Employer

D. Employer Access for Direct Participant Recruitment

All EARN Centers will staff and actively offer and implement four job-finding services for participants: A. “Structured and Supported Participant Job Search” Services:

1. Definition: Providing job seekers with the tools, skills, and advice needed to search for and find jobs

2. Standards and procedures:

a. All participants will be considered to be job seekers from the first day of enrollment.

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b. Every participant will apply for at least five current job openings every week of program participation (after the first week where the requirement is three applications) until they are employed.

c. The EARN Center will structure and support the participant’s job search by ensuring all

participants will (by the end of the first week of participation) have:

1. Completed a customized Job Finding Plan 2. Developed both an electronic and hard-copy resume 3. Created a sample job application form with the detail needed to complete job

applications and practiced applying for jobs online and in-person 4. Registered in JobGateway to be available for job matching and instructed on how to use

JobGateway to identify job openings 5. Learned and practiced job search skills, including networking and interviewing skills 6. Applied for at least three jobs through job leads identified by either EARN staff or

discovered by the participant in his/her self-directed job search B. “Job Development” Services:

1. Definition: Contacting an employer without a known job opening to promote a specific job seeker for employment that results in an interview


a. Employer account representatives (working with other EARN staff) will identify participants who are both job search ready and job ready and contact employers to promote those specific participants to employers who potentially may want to interview them for hire.

b. Each Employer account representative is to conduct at least four job development employer

contact activities per week. c. Employers to be contacted for job development include both those with whom the

Employer account representative has a current relationship and those employers in industries with occupations that are most likely to hire EARN participants.

d. Employer account representatives will have available to them resumes from those job

search ready and job ready participants to use in promoting the participant to the prospective employer.

e. Once the identified employer decides to interview a promoted participant, the Employer

account representative will then follow the protocols for “Job Placement” services.

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C. “Job Placement” Services:

1. Definition: Staff working with both the employer and job seeker during the referral, interview, and hiring

process that results in employment


a. Employer account representatives will identify job openings that match the qualifications of the participant. These job openings may either be those advertised or those identified by the Employer account representative though employer outreach for job order solicitation.

b. The Employer account representative will meet with the participant to determine and

confirm the participant is both job search ready and job ready prior to any referral. c. The Employer account representative screens the participant for the potential job referral

by:

1. Confirming the participant has the experience, skills, and educational qualifications specified for the opening

2. Ensuring the participant will meet any pre-employment requirements for the job

opening, including relevant criminal and credit background checks, integrity and skills testing, and, references

d. Only participants who are positively screened by the Employer account representative for the

job opening will be referred to the employer d. The Employer account representative will then assist the screened participant in applying for the

job opening, using the employer’s specific job application process e. The Employer account representative will then contact the employer to inform the employer

that a job applicant is being referred, promote the participant, and encourage (and, if possible, schedule) an interview.

f. If an interview is scheduled, the Employer account representative will meet with the referred

participant to:

1. Discuss the specifics of the job opening and confirm the participant’s interest in the job 2. Provide the participant with any known details about the employer and the employer’s

hiring practices 3. Prepare the participant for the interview through mock interviewing specific to the job

opening

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4. Inform the participant of the interview date and time using the Job Referral Form (Attachment 11) and (working with the Employment Advisor) resolve any transportation, childcare, and/or clothing needed to successfully interview

5. Inform the participant that s/he is to contact the Employer account representative

immediately after the scheduled interview

g. When the participant contacts the Employer account representative after the interview, the Employer account representative will:

1. Ask the participant for a self-assessment of the success of the interview, including any

potential hiring objections raised by the employer during the interview 2. Assist the participant in immediately sending a post-interview thank you and follow-up note

to the employer 3. Inform the participant that the Employer account representative will be contacting the

employer to determine the employer’s perception of the interview and encourage his/her hiring

h. The Employer account representative will then contact the interviewing employer to:

1. Seek the employer’s reaction to the interview and the potential interest in hiring the applicant

2. Attempt to overcome any hiring objections and encourage hiring 3. Thank the employer for interviewing the applicant and ask if the employer would like to

interview additional applicants

i. If the participant is not hired, the Employer account representative will meet with the participant to:

1. Inform the participant s/he was not hired and, if known, the reasons why 2. Work with the participant to learn from the application and interview process for

continuous improvement in his/her job finding activities 3. Begin to identify other job opportunities that may be available to the participant and initiate

the application process

j. If the applicant is hired, the Employer account representative will:

1. Meet with the participant to:

a. Inform the participant s/he was hired and celebrate the success. b. Discuss the importance of job retention

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c. Encourage the participant to immediately contact the Employer account representative

or the assigned Employment Advisor with any challenges they confront at work that makes job retention difficult

d. Set expectations for continuous job finding activities if the job is scheduled for less than

30-hours a week

2. Complete the job placement form and inform other appropriate EARN staff of:

a. The hire, the employer, the start date, the wages, and the hours for data entry b. The need to contact the participant to ensure that s/he has the transportation,

childcare, and work clothing needed for job retention

3. Contact the employer (by phone or email) to:

a. Thank the employer for the opportunity to work with him/her b. Notify the employer of the Employer account representative’s availability to assist in

helping to resolve any job performance issues c. Ask if there are other job openings available either currently or in the near future and, if

so, would they like screened applicants to be referred

k. At the end of the first week of employment, the employer account representative will contact both the participant and the employer to assess job satisfaction and offer advice for improvement of job performance

For those participants who appear to be at risk of losing or quitting their jobs, the Employer account representative will notify the appropriate Employment Advisor. The Employment Advisor will then immediately contact the participant to encourage job retention and overcome personal or workplace challenges that may be impacting job retention and job performance. See Attachments 12 and 13 for the Job Refusal Policy and letters. D. “Employer Access for Direct Participant Recruitment” Services:

1. Definition: Providing employers the opportunity to directly recruit for openings and to meet and/or interview participants at the EARN Center


a. Employer Direct Recruitment Services include:

1. In-Center presentation of job openings and company information to job seekers at the Center: A special event presentation by the employer at the Center of the job opportunity with pre-event publicity to potential applicants

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2. In-Center employer/s-sponsored workshops: Customized pre-employment workshops

designed to give potential applicants the basic skills and knowledge needed to apply for job openings with the sponsoring-employer

3. In-Center hiring events for all interested applicants: Space and publicity for in-Center

recruitment where all interested job seekers can come to learn more about the job, apply for the job, and/or have an initial interview for the job

4. In-Center hiring events for pre-screened applicants: Interview space at the center for

pre-screened (and scheduled) job applicants

5. In-Center pre-referral and/or pre-hire testing and assessment for skill verification: Standardized skills testing and assessment using Center instruments or the employer’s current applicant assessment instruments prior to referral and with the results of the assessment included at the time of referral

6. Off-site recruitment events sponsored by employers for either all participants or pre-

screened applicants

b. Employer account representatives will promote these opportunities to hiring employers and each EARN Center will have at least six of these employer-sponsored events each month

c. The employer account representative (working with the employment advisors) will identify

appropriate participants for these employer-sponsored events and promote and schedule those participants for the events.

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II. EARN Team Delivery of Job Finding Services A. Sequence and Concurrence in the Delivery of Job Finding Services B. EARN Staff Roles and Responsibilities in Job Finding Services C. Designing Job Finding Services to Connect Supply with Demand D. Leveraging the Workforce System for Participant Employment Chapter II: The EARN Job Finding Services Team A. Sequence and Concurrence in the Delivery of Job Finding Services

1. “Structured and Supported Participant Job Search Services” are:

a. Continuously offered to all participants until the participant has achieved employment of at

least 30 hours a week b. Emphasized during the first two weeks of participation to set the expectation for

employment, have the participant test the labor market, and to help EARN staff identify participants needing more intensive staff assistance to find employment

2. During the delivery of “Structured and Supported Participant Job Search Services”, EARN staff

(including employment advisors, employment facilitators, and workshop instructors) will identify those participants who are job search ready and job ready for “Job Development” and “Job Placement” Services to be provided by the Employer account representatives.

3. A distinction is made between “Job Leads” and “Job Referrals”:

a. “Job Leads” are identified, publically advertised job openings available for application and

where there is not an existing referral relationship between the employer and the EARN Center

b. “Job Referrals” are made by employer account representatives to screened candidates to

employers where an employer relationship exists though “Job Development” and/or “Job Placement” Services

c. All EARN staff continuously help all participants identify “job leads” and encourage

application d. Participants must “earn the right to be referred” through the development of job search

skills and program participation behaviors, since the employer relationship must be maintained and nurtured though the referral of only qualified applicants

e. The employer account representative is the final decider of who has “earned the right” to be

referred to a specific employer

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4. All four job-finding services will be actively promoted and offered to not only new, unemployed participants, but also to participants in:

a. Community Work Experience to transition them to unsubsidized employment b. Jobs of less than 30-hours a week to assist them in finding a new job of at least 30-hours a

week or a second part-time job to meet the threshold of 30-hours a week

B. Shared Roles and Responsibilities in Job Finding Services EARN Staff work together as a team to help participants find and retain jobs with each staff, according to function, contributing to successful employment outcomes; the primary staff responsibilities in the delivery of job-finding services are:

1. Employment Advisor/s:

a. Work with the participant to complete “My Self Assessment” and “My Personal Goals and

Action Plan” with the expectation and clarity of rapid employment as the primary goal b. Assist the participant in becoming job search ready and job ready through the amelioration

of personal challenges, including needed supportive services such as childcare, transportation, work clothing, and counseling

c. Reinforce and support the job finding skills taught by the Workshop Instructor in group

sessions d. Review the resume and sample job application form developed in the group sessions to

ensure completion and offer advice for improvement e. Monitor the “Structured Supported Job Finding Services” as outlined in the participant’s Job

Finding Plan and document and record the participation hours f. Provide known job leads to the participant and set the expectation for application g. Identify those participants who meet the minimum criteria for job search ready and job

ready for internal referral to the Employer account representative as a candidate for “job development” and “job placement” services

2. Workshop Instructor/s:

a. Teach and facilitate the learning of skills in resume development, online and paper job

application, interviewing, and job keeping b. Ensure each participant develops: a Job Finding Plan (with specific, expected activities and

participation hours); a hard-copy and electronic resume; and, a sample job application form c. Provide known job leads to the participant and assist in application

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d. Identify those participants who meet the minimum criteria for job search ready and job ready for internal referral to the Employer account representative as a candidate for “job development” and “job placement” services

3. Employment Facilitator/s:

a. Facilitate in-Center, facilitated, and supported job finding activities for participants who are:

not yet employed; working in jobs less than 30 hours a week; and, participating in Community Work Experience

b. Identify job leads with participants to meet the required number of job applications per

week and assist participants in submitting a quality application c. Assist participants in registering in JobGateway; teach the participant how to match for job

leads in JobGateway (and other job matching sites); and, conduct job matching d. Identify those participants who meet the minimum criteria for job search ready and job


4. Work Site Coordinator:

a. Develop Community Work Experience worksites and work experience positions that provide

relevant and authentic experience in and skill development for the types of unsubsidized jobs most frequently found by EARN participants

b. Communicate the specific skills to be learned and work experience to be gained to both

participant and the worksites c. Inform the participant of the expectation to continue to implement his/her Job Finding Plan

while in Community Work Experience d. Identify those participants who meet the minimum criteria for job search ready and job


5. Employer Account Representative:

a. Meet with all new participants (in a group setting) during the first week of participation to

discuss and define the four job finding services and the criteria for receiving “job development” and “job placement” services and how participants “earn the right to be referred”

b. Communicate to all EARN staff (on at least a weekly basis) all identified “job leads” for all

EARN staff to notify participants of the application opportunities and prepare in-Center job opening promotional materials and display

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c. Receive internal referrals from the employment advisors, workshop instructors, employment facilitators, and work site coordinator of those participants who are candidates for “job development” and “job placement” services

d. Meet individually with each participant who may be potentially referred to review,

customize, and offer advice on their job finding tools (including the Job Finding Plan, resume and sample job application form) in relationship to current job opportunities

e. Support the participant’s Job Finding Plan through giving the participant job leads and

assisting the participant in application f. Inform the employment advisor of any personal challenges the participant is confronting in

implementing his/her Job Finding Plan so the Employer Advisor will meet with the participant to offer advice and needed supportive services

g. Provide appropriate “job development” and “job placement” services with “referrals” for

the participant as outlined in these procedures h. Achieve at least 10 countable placements per month through the provision of “job

development”, “job placement”, and “employer access for direct participant recruitment” services

i. Report to appropriate EARN staff on a weekly basis the participant’s participation in and

compliance with job finding activities and participation hours for data entry j. Notify the employment advisor immediately of the participant’s employment, including the

employer, the start date, the wages, and the hours for data entry k. Contact employers to promote, schedule, and arrange for “Employer Access for Direct

Participant Recruitment” activities at the EARN Center for EARN participants C. Designing Job Finding Services to Connect Supply with Demand

1. Employer account representatives have a responsibility not only to help individual participants find jobs, but also to assess the aggregate job market for the most common employment practices used by employers who most frequently hire EARN participants.

This aggregate analysis identifies the most common employer hiring practices in:

a. Application and resume submission and review b. Pre-employment testing protocols and instruments c. Hiring requirements (including background checks) d. Interview methods and interview questions asked

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The Employer account representative will meet regularly with the Workshop Instructors to inform them of the results of this aggregate assessment and review workshop curricula to ensure that the workshop content and activities align with current employer practices in job application review, interviewing and selection.

2. The Employer account representative will use the inventory of EARN participants (with their

most common skills, interests, and qualifications) as the primary driver in determining which employers to outreach.

D. Leveraging the Workforce System for Participant Employment

1. EARN participants will have available to them the job finding services at both the EARN Center and at the PA CareerLink Centers.

2. Each EARN Center will develop a partnership with the PA CareerLink Center/s in their geographic

area. Each PA CareerLink will designate an EARN Center liaison to work with the assigned EARN Center to identify partnership opportunities. Each EARN Center will also appoint a liaison to work with the assigned PA Careerlink/s.

3. EARN employer account representatives and PA CareerLink business service representatives will

meet on at least a quarterly basis to develop strategies for working together to outreach and serve employers to achieve common employment outcomes.

4. All EARN participants will be registered in JobGateway and matched for jobs in JobGateway on a

regular basis. 5. Each EARN Center will notify all participants of the workshops available at the PA CareerLink and

participants will be encouraged to attend.

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III. Targeting and Outreaching Employers A. Setting Priorities for Outreach of New Employers B. Frequent Contact with Current and Past Employers C. Employer Contact Database Chapter III: Targeting and Outreaching Employers A. Setting Priorities for Outreach of New Employers

1. Each employer account representative will identify and contact at least three new employers

each week to identify job leads, promote participants through job development, and/or offer the employer job placement services

2. Employer account representatives will use the following criteria to determine the priorities for

new employer outreach:

a. Employers currently advertising jobs that match the qualifications of EARN participants b. Employers who have multiple entry-level jobs and frequently have job openings c. Employers who hire employees that reflect the employment challenges confronted by many

EARN participants:

1. Require minimal previous work experience 2. Do not require a high school diploma or GED 3. Hire ex-felons

d. Employers in industries with the occupations most likely to be filled by EARN participants:

1. Health Care 2. Child and Elder Care 3. Hospitality 4. Retail and Sales 5. Customer Service 6. Security

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e. Employers who offer jobs with the potential for at least 20-hours a week of employment either initially or within a few months of hiring

B. Frequent Contact with Current and Past Employers

1. All employer account representatives will maintain at least monthly contact with all employers with whom they are currently working or have worked in the past.

2. This contact may be by phone, in-person, or by e-mail. 3. The contact is to determine the availability of current job openings, promote participants

through job development, and offer the employer job placement services C. Employer Contact Database

1. Each EARN Center will have a database of all employer contacts, which includes:

a. Employer name and address b. Contact person with contact information c. Dates, purposes, and outcomes of each contact

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SECTION THREE: Customer Service and Case Management

I. Customer Service and Case Management for Job Seekers

A. Customer Service: The EARN Experience

B. Managing Process

C. My Self Assessment

D. Supportive Service

Chapter I: Customer Service and Case Management for Job Seekers A. Customer Service: The EARN Experience

Our customers form an impression of the services offered and the paths to employment that lay ahead from the first contact with EARN staff. Even though CAO is charged with selling the program as a rewarding opportunity to find work, it is the EARN staff and quality of services that will define the customers’ experience. Quality of service includes the customer’s right to expect that you will maintain confidentiality about their program involvement in accordance with your signed HIPAA Compliance Agreement (Attachment 3).

Prior to arrival at the Center, customers should receive a telephone call from the center. As the first contact with the TANF program, it is important for customers to feel welcome and anticipate that they will receive quality job finding services and support. This contact also allows staff an opportunity to identify any problems that may interfere with keeping the referral appointment including childcare, transportation, illness, etc. Speaking with each individual directly is preferred, although leaving a telephone message is acceptable, when necessary. At least two attempts should be made to contact each referral by phone before a message is left. Tip: For your convenience, Welcome Call Scripts are located in the appendices of this manual. These scripts can be used when contacting job seekers for the first time. What do job seekers experience when they walk into your Center? In addition to pleasant surroundings and a warm welcome from staff, job seekers should quickly learn how they can benefit by participating in a standardized, daily schedule of activities. The sooner customers are able to personalize their experience through meaningful, value-added activities, the more likely they are to stay. Orientation should be friendly, motivational, eye-opening, non-threatening and meaningful. Keep in mind that many job seekers come through the EARN Center doors more than once. What will motivate them this time to follow-through?

During orientation:

• Review the Participant Handbook is required (including the Grievance and Compliant Resolution Procedure for Participants)

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• Encourage questions;

• Give truthful, simple answers;

• Present information in plain language that they can clearly understand, i.e try not to use acronyms and other service jargon

• Remain professional and respectful; you are a role model;

• Provide a tour of the facility to allow customers to become comfortable with their surroundings.

B. Managing Process

The approach we recommend for working with job seekers enrolled in TANF programs is based on the philosophy and techniques found in the training and manual titled Making Case Management Work: Empowering People for Change Second Edition written by Dr. Beverly O. Ford. Essentially, this approach is about empowering the individual to work on his/her own behalf. The second edition goes into specific detail on how to empower customers while executing good process. This approach will be important in allowing customers to find their own motivation for immediately testing the job market and later striving to earn job placement services as they see the value in working on their own behalf to get hired. As employment advisors partner with job seekers, they serve as “keepers of the process” by doing the following: 1. Provide structure for the participant by adhering to a standard sequence of services 2. Function as a change agents whose primary tasks are to:

• Help job seekers get ready for change • Teach the skills job seekers need to manage change

• Provide access to resources that support change

3. Critical skills for staff members to have include the ability to:

• Build partnerships with job seekers that encourage them to take responsibility for their

lives; • Gather and organize relevant information that will affect job seeker self-sufficiency; • Analyze information to plan effective change strategies; • Plan and implement strategies designed to move job seekers toward self-sufficiency; • Use tools and techniques from the case management manual to improve counseling skills;

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• Listen, demonstrate active listen, by asking open-ended and feeling questions as detailed in Chapter 9 of Making Case Management Work.

• Handle difficult situations with hostile job seekers and those who have unrealistic goals

constructively (see Chapter 16 – Good Strategies for Tough Issues, Making Case Management Work);

• Engage job seekers (see Section 3 of the Making Case Management Work for detailed,

related exercises; some of these are highlighted in Section 8 of this Operations Manual, as well, for your immediate reference).

3. Customer support includes data management. Improve TANF performance data by rewarding

job seekers for their hours of participation and use these methods:

• Report activity hours timely and accurately;

• Use the excused absence policy creatively;

• Encourage job seekers to use make-up hours, if necessary;

• Record case notes diligently that support the hours and activities recorded;

• Reinforce the goal of self-sufficiency by reminding job seekers of the motivational items they listed on the MSA as, “Things I don’t like…” and “Things I would like…;”

• Know Your Job seekers - employment advisors and job developers must work together to match job seekers to employment opportunities, therefore they both must know well the job seekers and the jobs that are available.

C. My Self Assessment (MSA) EARN customers often ask, “Why am I here?” My Self Assessment is a required tool that can generate a conversation with a purpose and lead customers to answer that question. As job seekers are guided through the MSA, they begin to see their EARN program experiences as part of a process for achieving their goals. Program activities become means rather than mandates.

A major benefit of the MSA for you is that you do not have to have a degree in counseling to use it effectively with groups or individuals. The tool is designed for self-discovery and to stimulate conversation about individual needs and goals.

By using the My Self Assessment, you can help participants recognize where they are now and see where they want to go regarding employment, education, family, and personal goals. This tool works well when used individually or in a group setting. “Effective interviewing,” “role plays” and “goal setting” are techniques to use when working with job seekers. Effective interviewing and goal setting can be taught one-on-one or in groups. (See Attachment 14 for MSA and related tools).

Effective Interviewing

• Interviewing should stimulate open dialogue, establishing trust and rapport between the job seeker and employment advisor.

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• Interviews should help job seekers learn more about themselves by verbalizing personal interests, strengths and challenges, etc.

• Interviewing should create a comfortable atmosphere for self-discovery.

• The interviewer should be trained to listen for indications of what is working and what is not working in the customer’s life, in order to identify areas for change.

Goal Setting

• Goal setting should acknowledge what the job seeker has achieved in employment, training, and education, but also emphasize outcomes that are S.M.A.R.T- Specific, Measurable, Achievable, Relevant, and Time-bound. The more specific the goals, the better able the job seeker is to recognize her accomplishments.

• Goal setting helps job seekers become empowered and motivated. Staff can work with customers to set several objectives or short term tasks, i.e. establishing stable childcare, writing a resume, scheduling and attending three job interviews weekly, taking a job with fewer than 30 hours. Completing these short- term goals can lead to reaching major goals such as working full-time.

• Setting short term goals allow individuals to feel successful more often, bolstering their confidence and motivation.

• Using My Personal Goals and Action Plan, ask the participant to write goals and a corresponding time-line to avoid becoming overwhelmed. Provide guidance and support throughout this process so the goals are S.M.A.R.T - Specific, Measurable, Achievable, Relevant, and Time-bound.

Role Playing

Role plays are simulations of particular events or situations in which critical thinking and decision making skills can be employed. This creative approach can provide an opportunity for the job seeker to engage in problem-solving and reflection in a real-world context. When participating in or observing a role play, staff may be able to glean additional information about a job seeker’s employment skills, strengths and challenges based on their actions, communication, and body language portrayed during the role play.

An example, a job interview role play may reveal to both the participant and the staff member what communication skills and confidence are apparent or lacking and whether or not additional soft skills training is needed. Managing Groups

• Because TANF referrals often result in many new and repeat job seekers enrolling at once, program staff would benefit from using group techniques to manage the MSA efficiently. Group discussion often provides insight into an individual‘s behaviors, motivations, abilities and aptitudes. Careful observation may also reveal previously undisclosed barriers communicated between customers instead of to staff.

Your group session can accomplish several goals and help job seekers:

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• Find and use their personal motivation.

• See their strengths and successes.

• Identify the problems they need to solve and the help they need.

• Gain support, knowledge, and resources from each other.

• Learn about the help available from other agencies to support them in making changes.

• Make an initial commitment to get started on their goals.

Tips & Activities When Working with Groups • To maximize job seeker involvement and interaction, try to limit the group size to 10-15 people.

This is a good size for group interaction and is not too large for a new group facilitator. • Ice Breakers! Help job seekers to meet each other and share information about themselves,

i.e. career interests, stories about children, hobbies, work experience, etc. • Separate participants into pairs to talk about their employment backgrounds. Ask them to

share information about what they liked about past jobs, did not like, or careers they would like to know more about.

• Schedule computer room time for groups where employment advisors can observe, in a

classroom setting, if a particular job seeker seems uncomfortable using the computer and falls behind the rest of the group. This may be brought up and explored with the customer individually in terms of selecting a training program and career path that best suits his/her abilities.

• Choose a location that will accommodate the group size you anticipate. • Have name tags for each person and ask all participants to introduce themselves. Use

everyone’s names frequently to help everyone get to know one another. • Secure a flip chart and markers to write during group discussion. If you are using co-

facilitators, one person can write on the flip chart while the other person leads the discussion. Be sure to record what participants say in response to questions asked. This reinforces that their ideas are important and have value.

• Consider using small gifts as rewards for attending. These can be pens, cups, bags, t-shirts, etc.

Token awards recognize the job seekers’ efforts and are good advertising to potential job seekers.

The case management manual has helpful exercises for employment advisors when leading groups. For more information on groups read the Publication Group Power: Expanding the Circle of Hope-Dr. Beverly O. Ford.

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D. Supportive Services Customers often require additional support in order to work or attend program activities. Special Allowances (SPALS) The CAO will determine eligibility for special allowances including, but not limited to uniforms, background checks, books and tools. Customers seeking additional support are required to complete a DPW Special Allowances Verification Form (Attachment 16) and submit it to the CAO co-located worker. Accordingly, the SPAL form “…will be used by the CAO to discuss with the customer the availability of existing supports and determine what supportive services are required to enable participation in employment, education, training or an activity noted on the Agreement of Mutual Responsibility, AMR or Employment Development Plan, EDP.” Consideration is given to whether or not participation would be possible without the item or service requested; and whether the item or service is provided by the employer, activity, school or training provider. Consideration is always given for the least costly, most practical item or service to meet the need. Documentation to support the SPAL request must be returned to the CAO within 10 days of the request. PA Workwear (PAWW) EARN System participants are eligible for a referral to PAWW if they have a need for clothing. This could include an interview outfit for job search or specific clothing for work if required by the employer. The need for clothing is determined by the CAO or employment and training contractor. The goal of PAWW is to promote and help ensure the economic independence of individuals who receive Temporary Assistance for Needy Families (TANF) by providing professional attire for job interviews and specific clothing necessary for employment or training in lieu of a special allowance for clothing from the County Assistance Office (CAO) or Employment and Training (E&T) Contractor. To achieve that goal, EARN customers may be eligible for clothing from either Dress for Success or Career Wardrobe as assigned. When clothing is needed, the Department of Public Welfare (DPW) provides a referral form for use by the EARN Center (Attachment 15). The clothing provider will make every effort to schedule appointments and provide clothing to individuals for the purpose of employment or training and will comply with requests from DPW for information and statistics to help track the performance of this initiative. Work Ready Portfolio Employers usually require new employees to present identification and other documents. To make sure that you have all of this information in one convenient location, customers will create a Work Ready Portfolio. Assist them in deciding which documents or forms of identification they should apply for to ensure that their Work Ready Portfolio is complete. The Work Ready Portfolio may include any or all of the following: Birth Certificate

When hired, employers will most certainly need your customer’s Social Security card, driver’s license, and/or other government issued photo ID. To obtain these documents, your client will need to have a Birth Certificate to prove his/her age and identity. Therefore, the Birth Certificate is often

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requested for a client who is missing or does not have a Social Security card, learner’s permit, driver’s license or photo ID. For participants born in Pennsylvania, visit: www.portal.health.state.pa.us.

Social Security Card In order to work legally in the United States, you must have a Social Security card that proves your identity, citizenship and eligibility to work in the United States. If you do not have a Social Security card, or cannot find it, you will need to obtain one prior to beginning employment. www.ssa.gov Criminal Background Check Criminal background checks are sometimes necessary for employment and/or training purposes. This may also include FBI/ fingerprint clearances. Professions such as nursing, teaching, childcare, banking, credit merchants, retail, etc. may require a criminal record check as a condition for employment. A signed release of information form must be completed along with the Criminal Background Check. http://www.portal.state.pa.us/portal Child Abuse Clearance Request If you are interested in working in a school or childcare environment a Child Abuse Clearance is often required prior to employment in these fields. A signed release of information form must be completed along with the Child Abuse Clearance application. http://www.dpw.state.pa.us/findaform/ Pennsylvania Learner’s Permit, Driver’s License & Renewal License You may want or need to obtain a Pennsylvania Driver’s permit, driver’s license or a license renewal. The request is often made when choosing an employment that requires a valid driver’s license. The license can also be used as an official form of identification. http://www.dmv.state.pa.us/forms/index.shtml Pennsylvania Non – Driver’s Photo Identification Card The Driver’s Photo Identification Card serves as a proper and official picture identification for employment and/or training purposes. If you not have proper identification or the means by which to obtain proper identification, requests for a non-driver photo ID card are generally accepted and processed. http://www.dmv.state.pa.us/forms/index.shtml Utilities Emergency Services Fund (UESF) Customers with unstable housing and/or utility issues, find it difficult to fully participate in employment and training activities. Philadelphia Works has partnered with the Utilities Emergency Services Fund (UESF) to offer assistance to customers with outstanding utility bills and housing payments. UESF also delivers a series of life skills workshops at TANF Program locations. UESF assists low-income families by preventing utility terminations, getting utility service restored and with immediate stabilization of housing through the provision of housing assistance.

http://www.portal.health.state.pa.us/

http://www.ssa.gov/

http://www.portal.state.pa.us/portal

http://www.dpw.state.pa.us/findaform/

http://www.dmv.state.pa.us/forms/index.shtml

http://www.dmv.state.pa.us/forms/index.shtml

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UESF services include: 1. Housing and utility services for at least a 30 day period Through the UESF Emergency Shelter Program, UESF ensures that rental or mortgage payments

and utility payments are made so that low-income individuals or families maintain housing for at least 30 days. Payments may be made for the highest monthly bill for each utility and rent or mortgage. In order to increase the likelihood that families and individuals maintain their housing, all customers are directly referred to the PA CareerLink for employment services, including development of individual plan to obtain employment.

2. Utility assistance to restore service or avoid utility termination Through the UESF Utility Grant Program, and in partnership with PECO, the PGW and PWD,

UESF provides financial grants with matching utility bill credits to wipe out utility bills. The assistance received must “zero out the bill”, and cannot be renewed for at least two years. In addition, customers receive access to a vast array of other energy and energy related services so that families may move closer to financial self-sufficiency.

3. Housing assistance for imminently homeless individuals and families

The UESF Housing Assistance Program provides payments for rental and mortgage arrearages as well as security deposits for new housing acquisition. Assistance will be provided based on funding availability from UESF’s external sources.

4. Housing Stabilization Supportive Services

Using a comprehensive case management model, UESF will provide the following: • Benefits: UESF pre-qualifies applicants, completes and files applications, and follows-up

regarding approvals for LIHEAP, SNAP, CHIP, WIC, Medicaid, Earned Income Tax Credits, and PECO/PGW assistance programs.

• Self-Sufficiency Workshops: These sessions are designed to instill knowledge as well as a sense of responsibility among families to help sustain housing stabilization. Topics include: Understanding Utility Bills & Electric Supplier Choice, Self-Help Weatherization, Financial Literacy, and Tenant Rights & Responsibilities.

• Additional Supports: Additionally, UESF works with partners for employment, education, food resources, weatherization and conservation assistance, and the Water Revenue Assistance Program (WRAP). UESF case managers work with 7 local employment agencies, as well as making referrals for local job fairs and training opportunities. They also have established relationships with several GED tutoring and testing organizations, in addition to veteran and ex-offender employment resources.

UESF will provide financial assistance, referral to outside resources, and Philadelphia Works, Inc. supportive services to customers that have housing and utility issues and are referred by EARN and JSST programs.

Eligible EARN and JSST customers include: 1. Customers who have been evicted from rental units, whose mortgages have been foreclosed, and/or whose utilities have been terminated: 2. Customers who are in danger of rental eviction, mortgage foreclosure, and/or utility termination as evidenced by a rental eviction notices, mortgage foreclosure notices, or utility

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termination notices; 3. Customers who are sixty (60) or more days delinquent in rent, mortgage, and/or utility payments. UESF Referral Coordination and Scheduling: UESF will provide referral coordination; interview scheduling; intake interviews; documentation examination; additional documentation/information requests; plan development and forwarding; reporting of newly discovered issues; notification of payments to customers; and process and outcomes documentation, tracking, and reporting. UESF will conduct the following: 1. Referral Coordination. UESF coordinates the flow of customer referrals with each EARN Center and JSST service

provider. 2. Interview Scheduling.

Customers are scheduled for intake interview appointments at UESF, with the time and day based on the level of urgency of the customer’s housing or utility situation. Only customers that are in an urgent status will be scheduled for intake interview appointments. Customers with the most urgent issues will be seen the same day.

3. Intake Interviews. UESF counselors will meet with the customers, evaluate the housing and utility situations, and

determine the level of need of the customers. Customers will bring to the interview the following information and documentation: Delinquent bills, notice of pending utility termination, notice of utility termination, eviction notice, foreclosure notice, condemnation notice, and other.

4. Documentation Examination. UESF counselors will examine the information/documentation and make determinations

regarding the adequacy of the information/documentation in order to complete the intake interview. If additional information and/or documentation are necessary, the UESF counselors will request it from the customers or from the referring organizations.

5. Plan Development and Forwarding. UESF counselors will develop customer plans focusing upon housing and utility issues. The plans

will include referrals/recommendations that will assist the customers in resolving their housing issues. UESF counselors will forward copies of the plans to the referring organizations. Included in the plan will be:

a. Coordination with UESF utility and housing assistance programs. Eligibility determinations for UESF Programs, including:

• Emergency Shelter Program (ESP) which maintains housing and utility services for at least a 30 day period. Financial assistance is provided to eligible customers in an amount equal to the highest monthly arrearage amount for rent or mortgage and each of the three utilities;

• Utility Grant Program (UGP) which restores utility service or averts utility termination. Financial assistance is provided to eligible customers for up to $1,500 for PECO or PGW and up to $500 for PWD;

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• Housing Assistance Program which provides imminently homeless individuals and families with rental, mortgage and security deposit assistance, based on funding availability;

• Housing Stabilization Supportive Services including benefit provision, self-sufficiency workshops, employment, education, and food resources.

b. Coordination with other utility grant programs. Referrals to other utility grant programs including the LIHEAP Cash Program, LIHEAP Crisis

Program, LIHEAP Crisis Exception program, and City Grant Program; c. Coordination with low income utility payment programs. Referrals to low income utility payment programs, including the PGW Customer

Responsibility Program (CRP), PECO Customer Assistance Program (CAP), and PWD WRAP Program;

d. Coordination with programs designed to reduce utility costs. Referrals to programs designed to reduce utility costs, including Weatherization Assistance

Program (WAP), Energy Conservation Workshops, and housing repair programs; e. Coordination with housing assistance programs. Referrals to housing assistance programs including TURN tenant counseling and eviction

prevention counseling, foreclosure prevention, HEMAP, and housing counseling.

6. Reporting of New Issues. UESF counselors will report any newly discovered issues regarding the customers to the

referring organization.

7. Supportive Services Payment Determination and Issuance. Supportive Services payment(s) will be based upon the complete documentation/information

and development of the plan. The recommendation will be reviewed by the UESF counselor supervisor. Based on the approval, Supportive Services payments will be issued to housing and/or utility vendors.

8. Payment Notifications to Customers. UESF counselors will notify the customers and the referring agency in writing of payment

approvals or other outcome within ten days of initial Intake Interview. 9. Process and Outcomes Documentation, Tracking and Reporting. ETO case notes will include the amount of Supportive Services payment, date of payment, and

vendor name and address or other information related to the outcome. Additional information may be requested if needed.

EARN Center Utility Fairs and Housing Stabilizations Workshops Utility Fairs are held only at EARN Center locations to process applications for direct utility assistance:

1. The first week UESF provides EARN Centers with flyers and posters advertising the utility

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fair to for them to display and give to participants. 2. The second week is an in-house utility fair for EARN participants, providing direct financial

assistance. 3. The third week UESF conducts in-house appointments. 4. The fourth week UESF provides flyers to EARN centers for a second visit to complete

applications. 5. The fifth week UESF visits each EARN center for a second time. 6. The sixth week UESF offers an in-house utility fair for participants, providing direct financial

assistance.

When appropriate, EARN participants are processed through UESF’s Housing Stabilization. Housing Stabilization Workshops are offered at the EARN Centers. Topics include: • Budgeting • Self-Help Weatherization • How to Save Money on Utility Bills • Housing Rights and Responsibilities.

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II. Skills Training, Education and Language Services

A. Job Specific Skills Training

B. Keystone Education Yields Success (KEYS)

C. The Welcoming Center for New Pennsylvanians

D. Limited English Proficiency (LEP) Services

Chapter II: Skills Training, Education and Language Services

A. Job Specific Skills Training (JSST)

Most customers can usually find work after a thorough assessment of their skills, education, job interest, work history and testing the job market are used to identify the right opportunity. However, some will require additional skills and training before employment can become a reality. For those individuals, we maintain skills training providers as a vital resource within our workforce development network. It is the expectation of Philadelphia Works that all EARN Centers will offer training as an option when deciding in the best interest of the customer. JSST Assessment and Referral Process All opportunities for training are based on the availability of training slots, CAO approval and meeting eligibility criteria. Customers may be identified for training at any point during the enrollment period. However prior to arranging a site visit or training referral, the CAO co-located worker must validate the availability of training hours AND approval granted from the RESET Systems Unit Manager for the type of training being considered. Step 1: Eligibility Criteria While it is understandable that EARN service providers may want to use the entire enrollment period as an opportunity for job placement, retaining customers who are unlikely to get employment without job training will not improve the countable placement outcome.

Customers eligible for referral to JSST should meet the following criteria (+ indicates mandatory criteria):

Work experience and/or skills assessment indicate vocational training is needed to become employed Adequate vocational training (code 24) time verified in CIS - Has not met the 12-month lifetime limit for vocational educational training as stipulated by TANF Reauthorization (if the customer has met the 12-month limit, he or she may be able to participate in training but only in addition to the 20 hours per week spent in a “core activity.” (CAO validation required)+ Customer indicates an interest in training+ Time and attendance requirements are met The ability to follow directions is demonstrated Works well with others Currently not participating in training+ Meets educational and other entrance requirements (including TABE) for a specific training+

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Has not already received all required certificates and/or licenses necessary to become employed in the field selected for training (CAO validation required)+ Will be successful in completing training and obtaining employment Criminal Background Check or Child Abuse Clearance obtained (if required)

When a criminal background check is required to begin training, a free one may be obtained through the Administrative office of the Pennsylvania Courts (AOPC) website:

http://ujsportal.pacourts.us/DocketSheets/CP.aspx.

Instructions for running background checks through this site can be found here:

http://ujsportal.pacourts.us/RefDocuments/US%20Docket%20Sheets.pdf.

Important note: The free criminal background check through the AOPC is just as valid as one obtained through PA Access to Criminal History (PATCH) for the purpose of JSST.

Contractors should not share a print-out of the AOPC results with employers, because the AOPC results include arrests that did not lead to a conviction and it is illegal for employers to consider arrests that do not lead to conviction.

The PATCH results must still be obtained for providers requiring a clean criminal background check for enrollment.

In addition to the above eligibility criteria, below is a list of career-oriented questions employment advisors may want to ask a jobseeker when evaluating their employment and training goals:

• Tell me about your work history. • What are your future employment goals? • Have you participated in any skills training? If so, when, and for what? If so, did you complete?

If not, why not? • Tell me about your “ideal job?” What is it about it that attracts you? • Tell me about three jobs you would like. • How much do you know about the jobs or training that interests you? • Tell me about your educational history. • What were/are your favorite school subjects? • How much time would you invest in education or training? • How much time in the evenings will you have to devote to your studies?

Step 2: EARN Customer Site Visits After the CAO has validated available training hours and granted permission for the training of interest, EARN Center training coordinators contact each JSST point person to arrange for eligible customers to visit the training locations of interest. Site visits are typically on Wednesdays although alternate days may be arranged to accommodate JSST and customer schedules. The JSST Referral Tracking Log (Attachment 9) is forwarded via secure e-mail to each applicable training provider to track the outcome of the site visits. The form is due to the training providers and to [email protected] on Wednesday mornings by 9:00 AM for site visit preparation.

Providers that are registered to use KRONOS® or Telephony will have potential students clock-in or dial-in upon arrival at the site visit. If visiting customers are unable to clock-in or dial-in or a provider is unregistered, the training site will email show/no-show information to the EARN training coordinators by close of business the day after the scheduled site visit day so the visitation hours can be credited.

http://ujsportal.pacourts.us/DocketSheets/CP.aspx

http://ujsportal.pacourts.us/RefDocuments/US%20Docket%20Sheets.pdf

mailto:[email protected]

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Once site visits are completed, customers return to the EARN Centers to meet with staff and finalize their career training program choice and receive information regarding that program’s start date and time of the provider’s 2-day pre-enrollment phase. EARN Centers should receive updated referral tracking logs that indicate the same from the JSST providers no later than close of business on Thursdays.

Step 3: Referral to JSST Pre-enrollment Phase JSST providers update the JSST Referral Tracking Log for all students scheduled to attend the two-day assessment. The form must indicate the outcome of all referrals, both accepted and not accepted and be forwarded to the referring EARN Centers and [email protected] by close of business on Mondays. EARN Centers must initiate and maintain outreach to the participants during the pre-enrollment phase to ensure they attend training. If scheduled participants fail to report on day one or do not complete the pre-enrollment phase, they must return to the EARN Centers immediately for re-engagement. Step 4: Transition to Training EARN Centers identify participants being transitioned to skills training and perform the following:

1. Enter an outcome under the customers’ enrollment record in ETO. Terminate customers in CWDS (using code 7 “other”). All EARN transition dates will be on the Friday that ends the training provider assessment period. Customers will be required to report to the training provider on Monday (or the first business day of the week in the event of a holiday). No backdating is permitted. Data entry is expected to be completed by COB on Tuesday so JSST providers can enroll promptly.

2. EARN Center staff will request that the on-site CAO co-located worker open Project D0017 for Philadelphia Works training providers (JSST). However in the event the co-located worker is unable to open a timely referral and ensure the appropriate and timely closure of an EARN enrollment, Philadelphia Works will submit those requests directly to central CAO. An updated AMR is needed for those transitioning to training providers.

3. EARN Centers will also forward the full transition packet to the point person at the training provider by close of business Monday. If PDF documents/scans are used to e-mail transition paperwork for customers, the documents must be e-mailed securely to avoid HIPAA violations of confidentiality. Also remember when identifying students within the body of any email it too must be sent securely. No identifying information may be placed on the subject line.

The transition packet must include:

• Updated AMR • Assessments (work readiness, barriers, skills) • TABE test results (if available) • Criminal Background and Child Abuse Clearance (if applicable) • Signed Excused Absence Log indicating time remaining for excused absences • Signed and updated Action Plan (MSA and My Personal Goals and Action Plan)

JSST providers enroll students in CWDS on Monday (even in the event of a holiday, due to holiday credit) following a successfully completed pre-enrollment phase. In the event enrollment cannot take place within 3 days, a request for technical support will be e-mailed to both [email protected] and [email protected].




B. KEYSTONE EDUCATON YIELDS SUCCESS (KEYS)

All customers who express interest in enrolling in a credit-bearing certificate course or an associate’s degree program at Community College of Philadelphia (CCP) should be made aware of the advantages of enrolling in KEYS. Keystone Education Yields Success (KEYS) is a collaborative program between the Pennsylvania Department of Public Welfare (DPW) and the Pennsylvania Commission for Community Colleges. KEYS is designed to assist TANF recipients who attend Pennsylvania community colleges and ensure the successful completion of the chosen course of study.

KEYS has been developed in response to growing research that shows that TANF recipients who earn a credit bearing certificate or an associate’s degree are better able to get jobs at family-sustaining wages with benefits and have greater opportunities for advancement. Educational studies show that individuals who earn a credit bearing certificate or associate’s degree earn more money after graduation than those who have not attended college.

The KEYS program provides assistance and services to TANF recipients who are enrolled at any of the 14 community colleges in Pennsylvania. The primary goals of KEYS are to:

1. Ensure continuing attendance and participation by TANF recipients who are enrolled in

Pennsylvania community colleges with the intent of graduating with an associate’s degree or credit bearing certificate.

2. Provide the services and supports necessary to assist TANF students in completing educational activities.

Discussion:

The Philadelphia CAO will refer new TANF applicants to KEYS who are either already enrolled or wish to enroll in CCP. Philadelphia TANF customers who decide to attend CCP will be referred by the EARN provider, via the CAO, to the KEYS program. Steps for KEYS:

1. Employment advisors will contact the CAO co-located worker when a customer is already enrolled in CCP or pursuing enrollment

2. CAO co-located worker meet with the customer to discuss KEYS. The CAO worker will also inform the student facilitator of the potential enrollment and determine the timing of enrollment that is to the customer’s best advantage.

3. Advise the CAO co-located worker of the impending transfer so that the AMR can be updated.

4. Continue to provide employment and training services until the agreed-upon start date. The CAO and CCP are responsible for all service delivery, tracking activities, time and attendance once the student is enrolled in KEYS.

After 12 months of vocational education, the student is required to meet the TANF work requirements by other work-related activities including work study, community service, subsidized or unsubsidized employment, and paid work experience. Refer to federal requirements for minimum hours per week of participation for a single parent and two parent families in vocational education and work-related activities.

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5. Terminate the customer using code 7 the day before enrollment in KEYS is to start.

Note: KEYS is an open-enrollment program that makes it possible for individuals to begin participation in KEYS at any time, provided the student is scheduled to attend classes the following semester. The KEYS student facilitator can enroll the student, if referred to KEYS, during the semester prior to their semester begin date. A student should not be referred to KEYS if the student will not begin classes the next semester. Arrange a start date with the student facilitator and the customer.

C. THE WELCOMING CENTER FOR NEW PENNSYLVANIANS

The Welcoming Center Referral Process The Welcoming Center for New Pennsylvanians (WCNP) offers English as a Second Language (ESL) services and connects Limited English Proficiency (LEP) individuals from around the world with the opportunity they need to succeed in the workplace. The Center works closely with employers from a wide variety of sectors, including clerical support, customer service, manufacturing, hospitality and healthcare, to help them meet their human resource needs.

Determining Eligibility:

• All LEP customers from the TANF Programs are eligible for referral to the Welcoming Center. • The language must be one that generally is not spoken in the demographic cluster of the

referring CAO. If the CAO occasionally or frequently refers customers to an TANF Program that speak the language in question, the customer would not be referred to the Welcoming Center.

• Each TANF Program is responsible for maintaining a complement of staff that represents the customers from their CAO demographic. TANF Programs must ensure that services are provided to those with limited English proficiency. This may include resources within the community or through other TANF Programs. Please see section on Limited English Proficiency Services (LEP), for more information.

Enrollment and Referral: • The first day upon arrival the eligible LEP customer will enroll at the TANF Program. • By 11:00 a.m. fax or email the LEP Request Form to Marlene Dobson, Business Engagement

Specialist, [email protected] or fax at (215) 567-7171. • The Business Engagement Specialist will review the request form and approve it once she has

confirmed the TANF Program’s inability to provide service in the customer’s native language. A final decision will be made by 12:00 p.m. o If the referral is accepted, the Welcoming Center will receive notice of the new referral via

email. o If the referral is denied, the customer will remain with the TANF program for services.

Please see section on LEP services. o Customers are required to report to the Welcoming Center as scheduled. o Customer will be escorted by TANF program staff to the Welcoming Center.

• The Welcoming Center staff will contact the Business Engagement Specialist via email confirming all arrivals.

• The Business Engagement Specialist will notify each program to close the TANF record for all arrivals (please see the data procedures below).


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Data Requirements: The TANF Program staff will: • Send the Business Engagement Specialist a completed Enrollment Form on the same day as the

referral; • Terminate the customer to transition Code “7” in CWDS following notification of the referral

being accepted; • Inform the co-located CAO worker to open the enrolled customer under D0017 and update the

AMR to reflect referral to the Welcoming Center. • Send an updated AMR to the Business Engagement Specialist on the same day as the referral; • Verify that the co-located CAO worker put in the district referral.

Training:

The Welcoming Center staff provides soft skills training in the following areas: • Interview skills and resume preparation • Professional and cultural behaviors including eye contact and a firm hand shake • General workplace customs including timeliness and absentee policies

ESL: • BEST assessment to determine if the customer is enrolled for ESL or placement services • Instruction in oral language, reading and writing

In addition, the Welcoming Center staff conducts pre-employment life skills workshops to provide the customers with experiences and instruction for understanding how the American workplace measures responsibility, attendance and employability.

Job Placement: The Welcoming Center: • Identifies available employment opportunities that meet the individual needs of the customers • Places customers that match employment needs • Ensures the customers remain in unsubsidized/subsidized employment for six months.

D. LIMITED ENGLISH PROFICIENCY (LEP) SERVICES

The EARN System is committed to ensuring that all Limited English Proficient (LEP) customers receive services in their native language. For any language population that equals or exceeds 5% of enrollment, an EARN Center is required to provide vital documents written in that language and to hire staff who can communicate verbally and in writing in that language. For assistance in providing services to language populations who do not meet this standard, EARN Centers need to secure interpretation services.

Interpretation Services Philadelphia Works has contracted with Nationalities Services Center (NSC), to provide translation services to the EARN System. NSC is a non-profit community-based organization whose mission is to serve immigrants in Philadelphia on a multitude of legal, social services, educational and employment issues. On an as needed basis, NSC can provide you with professional interpreters in many foreign languages and deploy interpreters to any location in the city.

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Translation Services Nationalities Services Center has translated scores of critical EARN documents, including letters, forms, flyers, brochures, customer manuals, etc.

Process for Requesting an Interpreter

Step 1- Identify Need There are several points on a job seeker’s path to employment where staff may recognize the need for interpretation services. While in many cases these needs will be identified at the first point of contact with the County Assistance Office (CAO), sometimes a language barrier may not be discovered until later. Therefore, job seekers may be referred for interpretation services at various stages: upon referral from the CAO, during program assessment or after enrollment. When a need for interpretation services has been identified, contact Marlene Dobson, Business Engagement Specialist at 215-557-2855 or by email at [email protected] with details of the situation. Step 2- Information Required by Philadelphia Works and NSC In order to ensure an appropriate and qualified interpreter can be identified and deployed, Philadelphia Works must receive the information detailed below. We will work with NSC to secure an interpreter to meet the customers’ need. For immediate intervention, we can secure an interpreter within one to two business days. However for long-term assignments, this process can take up to one week. Therefore when you call or email Ms. Dobson with the details of your request, please note urgent situations so she may respond accordingly and always include the following: • Native language and special cultural considerations: In what language does the job seeker

need interpretation? Does the job seeker have any specific cultural considerations that require a particular type of interpreter?

• Program services: What type of program is the interpreter needed for? Job skill training? Job search? Program orientation?

• Length of time: Will the interpreter be needed for the duration of the program, or only certain parts? How long will the program last?

• Hours, dates & location of program: To find interpreters who will be available for the duration of the program, it is necessary to provide NSC with the specific details of the schedule and location.

• Informal assessment of job seeker’s language skills: How would you describe the job seeker’s skill in reading, writing, listening, and speaking English?

• Name and contact information of assigned staff person: Programs must appoint an on-site staff person to orient and assist the Interpreter. Please provide this person’s name and contact information when requesting an interpreter.

Step 3 - Preparing for an Interpreter • EARN management is responsible for assigning a staff person who will be in charge of

orienting and supervising the NSC Interpreter. Orientation should include the program’s goals, rules and regulations, and general facilities. He or she will serve as the interpreter’s contact on-site and be responsible for answering any questions the interpreter may have, as well as, ensure the interpreter’s daily attendance. In addition to general program orientation, the staff contact should provide written materials, as necessary, to support the interpreter’s work in preparing the customer. This may include a copy of the Participant


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Handbook, the My Self Assessment (MSA), training curriculum, textbooks, and other materials as needed.

• In the event the interpreter or participant does not arrive as scheduled or to report other concerns, the staff contact should Marlene Dobson, Business Engagement Specialist at 215-557-2855 or by email at [email protected]

Step 4- Timesheets and Billing Information • The NSC interpreter is responsible for completing a timesheet (provided by NSC) that

documents his/her service hours. The timesheet should be reviewed by the staff contact at the program and consequently approved and signed by either the program director or staff contact. The completed timesheet should then be returned to the interpreter for submission to NSC.

• NSC will bill Philadelphia Works directly for services rendered.


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Section Four: Data and Information Management I. Information Management

A. Information Management Systems

B. Commonwealth Workforce Development System (CWDS)

C. Effort to Outcome (ETO)

D. Kronos

E. Telephony

F. Entering Employment Hours into Kronos Chapter I: Information Management A. Information Management Systems

The entire Employment and Training (E&T) System is connected by data collection and analysis. These systems are critical for helping administrators and contractors keep track of each job seeker’s hours of participation and all activities and programs including retention once employed. Along with customer service, there is no aspect of TANF operation more critical than managing data and information according to federal and state mandated guidelines and Philadelphia Works policies and procedures.

Four specific information management systems, CWDS, KRONOS, ETO and CIS, are used by the E&T System to:

1. Accurately track job seeker activity and progress through programs; 2. Allocate for medical benefits, special allowances, and supportive services; 3. Present statistics for services provided, program progress, demographics and trends; 4. Verify employment and retention.

These systems are reconciled and integrated on an on-going basis: • CWDS to KRONOS Hours of Participation • ETO to KRONOS Enrollment and Activity Detail • ETO to CWDS

Enrollments and Activities

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B. Commonwealth Workforce Development Systems (CWDS)

The Comprehensive Workforce Development System (CWDS) is a proprietary data management system. CWDS is the result of a collaborative effort of three Commonwealth agencies, the Department of Labor and Industry’s (DLI) Bureau of Workforce Development (BWDP) and Office of Vocational Rehabilitation (OVR), and the Department of Public Welfare (DPW) In addition to the staff at these three Commonwealth agencies listed above, the public at large is the fourth intended user group of CWDS. Each user, whether staff, job seeker or public individual, that accesses the CWDS system must be provided with a unique user name and password. CWDS is a system that uses overnight data transfer and “real time” interface programs to process data stored on the CWDS file server. This system is used to refer job seekers to staff who provide DPW services, to record project and service authorizations, track actual hours of participation and create employment and project closing reports and alerts. Interface processes allow the transfer of job seeker data between the Department of Public Welfare’s Client Information System (CIS), the CWDS file server, and the staff’s CWDS personal computer. The CIS database contains all job seeker eligibility, demographic, project, activity (service authorization), and employment information. CIS generates all cash, medical and food stamp benefits. In addition, all federal TANF (Temporary Assistance for Needy Families) reporting comes from CIS. CIS is the official record for audit purposes. The County Assistance Office (CAO) enters all job seeker eligibility, demographic and referral data in CIS. The CWDS database that tracks all job seeker demographic, project, activity (service authorization), and employment information for job seekers referred to, enrolled and terminated by staff. The data is maintained on the CWDS file server. CIS sends the referral, eligibility and demographic job seeker information to the staff’s PC. Nightly processes transfer the job seeker data from the CWDS file server to the CIS database. CIS is updated with the project and activity information from CWDS. Alerts are created in CIS for referral rejections, project terminations, and employment reported by the staff. Understanding the Referral and Enrollment Process

1. With the implementation of CWDS, CAO’s continue to enter referrals in CIS but instead of

receiving the referral in CWDS through an overnight process, staff will receive the referral within seconds of the entry in CIS.

2. Information entered in CWDS will still transfer back to CIS via the overnight interface. NOTE: If there is a delay in the connection between CIS and the CWDS server, CIS will store the referral for the day and will send it to CWDS that evening. NOTE: CWDS does not change the coordination efforts between staff and CAO. It does not change the recruitment process, program eligibility, scheduled reconciliation or other procedures detailed in the individual Program Guidelines.

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If you have questions about the CWDS system and/or problems related to the system please contact the CWDS Help Desk toll free # at (866) 236-6297.

Data entry requirements The CWDS database becomes the single point of entry for contractors in accordance with the DPW Policy and Procedures Manual, and to monitor participation of job seekers, programs, and agencies.

Contractors are required to enter rejection codes, enrollments, activities (service authorizations), and placement data (See Attachment 7: Enrollment and Service, Placement, and Authorization forms).

1. Referral rejection codes for clients that do not report to program or do not wish to comply within 15 days of the referral 2. Project enrollment begin date 3. Service Authorizations (activities) 4. Employment information 5. Terminations All program activity is required to be data entered into CWDS within 48 hours. CWDS Data Entry Time Limits All program activity data except for unsubsidized employment must be entered into CWDS by the 15th of the month following the month. All program activity data and hours except for unsubsidized employment must be entered and, if needed, updated by 15th of the month after the month of participation

Unsubsidized Employment (AC 33) activity must be entered by the end of the month following the month of participation and hours must be entered and, if needed, updated by the end of the month 2 months after the month of participation. Example: Hours for July must be entered by August 31st and can be edited until September 30th. Mathematical rounding will be utilized to round client’s hours: round down to the next whole hour if the fraction is below .49 and round up to the next whole hour if the fraction is .5 or above. Any data not entered by the data entry deadlines will not count towards the performance based payment or performance outcomes.

C. Efforts to Outcomes (ETO)

Efforts to Outcomes (ETO) is a web based comprehensive case management (participant demographics, interactions, case history, etc.) system, that delivers a more focus on efforts, outcomes, and participant progress as part of program performance. The ETO system • Serves as Philadelphia Works primary database tool as part of our integrated client management

system

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• Ensure quality and reliability of all data collection, management, and reporting procedures and tools

All entries made into CWDS import nightly into ETO. While most program related data is entered into CWDS, there are some additional elements that are manually inputted into ETO.

Demographics- are characteristics of participant’s that are not intended to change as a result of program services. Demographics are information typically collected on an intake form prior to a participant’s receiving services. Entering demographics into ETO creates a participant’s record. Assessments- are typically used in one of two ways. First, they may be used as a continuation of demographics. Assessments are also commonly used to track outcomes or the effectiveness of program services. This is done by collecting responses to a series of waited questions about a participant’s knowledge, belief, attitude or behavior. Touch Points- are case notes. It provides a method for keeping track of the participant’s progress for scheduling of follow-up, tracks time spent with participant and allows for comprehensive case noting. Case Manager Assignments Employment and Community Work Experience locations

D. KRONOS Time & Attendance System

KRONOS is a web based system for real-time information access at multiple locations and agencies. It is used to collect job seekers’ time and attendance in accordance with DPW Policy and Procedures Manual, and to monitor participation of job seekers, programs, and agencies.

The following steps outline the efficiency and importance of KRONOS:

• Kronos captures all attendance and participation hours for activities at the TANF Program, including training, education, job search, and hours worked in subsidized or unsubsidized employment. Time clocks are available to capture attendance upon entering and exiting the TANF Program. Kronos creates an electronic timecard for each job seeker, which can be edited by the TANF Program to capture attendance off-site.

• Kronos imports demographics and location data from ETO.

• Kronos imports current activity codes from CWDS.

• Kronos exports participation hours to CWDS via automated upload.

With the upload feature to CWDS, Kronos becomes the single point of data entry for attendance data. A wide array of data views and reports help monitor not only job seeker attendance, but also helps detect reconciliation issues between Kronos, ETO and CWDS.

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E. Telephony

Kronos Telephone Time Entry (TTE) is a method in which job seekers enter a timestamp in and out of their Kronos timecards. TTE can be used to capture punches if a job seeker participates at a partner worksite or educational institution. Clients may have access to punch for lunch breaks. All Community Work Experience work-sites must be registered for Telephony (TTE). Paper Attendance Forms will only be accepted under one of the following circumstances: 1. TTE is out-of-order – report the problem immediately to Philadelphia Works and follow-up with Philadelphia Works to ensure the problem is addressed; 2. the job seeker neglects to call-in/out using TTE- this is limited to sporadic instances and must be remedied immediately by talking with the job seeker and work-site supervisor.

Instructions for accessing TTE:

1. Dial the system at (215) 557-2525

2. Job seekers enter their social security number and “1” to clock in and “9” to clock out.

• IN and OUT punches in the timecard are reserved for self service by the client. These punches are generated at a Kronos clock or through Kronos TTE (Telephone Time Entry)

• Any correction of an IN or OUT punch (missed punch, earlier arrival, later leave) must have a case note explanation in CAPS. The corrected time must be based on a staff witness for that time and the case note must be specific about the circumstance and the name of the staff witness.

• Attendance that has not been recorded via self-service must be entered as duration in the Amount column and supportive documentation has to be filed in the clients file. If there was no self-service punch for the day, edit punches are not permitted (with or without case note) for the day.

• Lunch deductions may still be applied as added punches based on the schedule at the site of the activity.

The paper Attendance Form (Attachment 10) may only be used to record off-site attendance, for example community work experience hours, when TTE is not available. It may also be completed as a backup when Kronos is down.

F. Entering Employment Hours in KRONOS

A DPW Employment Verification Form (EVF) is required for initial job placement verification. Once employment is verified and pay verification for the customer has been obtained, providers are expected to record employment hours as listed on the documentation. Entering hours into the system without appropriate documentation is not permitted.

Unsubsidized Employment (AC 33) activity must be entered by the end of the month following the month of participation and hours must be entered and, if needed, updated by the end of the month 2 months after the month of participation. Example: Hours for July must be entered by September 30th

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Each week has one value for the hours worked during the week, as a total for the week on the week end date (Saturday).

If a pay stub is used as a verification document, the hours per week may need to be calculated if the pay stub is for a pay period other than 1 week; most often pay stubs are biweekly. For example, if the pay stub shows 64 hours biweekly, the weekly total is 32 hours.

If a week ending Saturday falls in the next calendar month, that week counts toward the following month. For example, the week beginning 1/28/07 and ending Saturday, 2/3/07 belongs in February and is counted as the first week for February.

Upon receipt of the employment documentation, the contractor enters weekly hours into the system beginning with the first week of employment and future weeks ending within the same month. For example, if employment started on January 8, 2007 and documentation was submitted, the weekly values for the week end days (Saturdays) 1/13/07, 1/20/07, and 1/27/07 are entered. Data entry can be monitored with the Participation Totals report:

Any wrap around hours to meet participation requirements are recorded in Kronos as usual. The following example shows a part time employed customer engaged in two activities for the week:

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Please contact Kronos Support if you have any questions about the data entry process and running reports.

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II. Time & Attendance A. Hours of Participation/Time & Attendance B. Yearly Excused Absence Tracking Policy C. Termination Policy

D. Deeming of Community Service Hours E. Study Time Credit

Chapter II: Time & Attendance A. Hour of Participation/Time & Attendance

Using Kronos or TTE, TANF programs must document, on a daily basis, job seekers’ attendance in activities. Each job seeker must clock in and clock out every day. All EARN Centers are required to operate from 8:00 am to 5:00 pm on Monday through Friday. Additional hours are required and should be established based on the flow of customers in the each EARN Center; EARN Centers must allow adequate time for customers to make-up hours as needed. Additionally hours of operation, including extended hours, must be publicly displayed. Customer hours are counted either 30 hours per week or 20 hours per week, Sunday to Saturday. The federal month begins on the Sunday of the week containing the first Saturday of the month. It continues through the week containing the last Saturday of the month. Single parent households • Non Extended TANF with a child under the age of six years of age is required to participate for a

minimum of 20 hours per week in a core Activity. • Non Extended TANF with a child of the age of six years of age is required to participate for a

minimum of 30 hours per week. 20 hours must be in a core activity and 10 in a non-core activity.

• Extended TANF customers are required to participate in 30 hours of core activities regardless of age of the children or pregnancy status

Two-Parent Households • If one parent is enrolled in a program, he or she must participate for 35 hours per week. • If both parents are enrolled in a program and receiving subsidized child care, together they must

participate at least 55 hours per week.

State Observed Holidays The federal Department of Health and Human Services allows job seekers to be given participation rate credit for holidays, in addition to the 10 days of excused absences. Job seekers receive credit for participation on the following state holidays:

• New Year’s Day • Martin Luther King Jr.’s Birthday

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• President’s Day • Memorial Day • 4th of July • Labor Day • Columbus Day • Veteran’s Day • Thanksgiving Day • Christmas Day Crediting Hours for Holiday Observation • The job seeker will be credited with the number of non-employment related hours that he or

she would normally have participated on the holiday. • For a client to receive credit for a holiday they must have been scheduled to participate on that

day. • When available the EARN service provider is to collect documentation from a 3rd party

describing or documenting the reason for the absence. If 3rd party verification is not available for a particular absence the EARN is to document the reason for the use of excused time in the case narrative and list the time as excused on the EARN attendance sheet/timecard.

Make-Up Time & Make-Up Work Make-up hours must be incorporated into the schedule during the month in which the holiday falls. For clients that do not meet their required hours in any week, the EARN service provider is to work with the client to make up the hours during the Federal month in which the hours were missed.

B. Yearly Excused Absence Tracking Policy

The Yearly Excused Absence Tracking Log is to be used in conjunction with the 80 - Hour Excused Absence Policy as described in the BPE Policy and Procedures Manual. Regulations issued by the Federal Department of Health and Human Services limits excused absences to no more than 80 hours in a 12-month period and 16 hours within a calendar month, excluding DPW recognized holidays. This form documents the number of Excused Absence hours used while participating in a program due to either electing to use Excused Absence time instead of attending make up hours or the job seeker fails to comply with an agreed upon make-up plan. The Tragedy Calendar activity, as described in Beverly Ford’s manual and included in Section 8.6 of this book, can assist employment advisors keep track of excused absences. These hours need to be calculated and deducted from the total number of available Excused Absence hours: 80 hours total per annum and 16 hours within a calendar month. Excused absence cannot be applied to employment activity hours. Excused absence time should only be applied when the client has not met the hours requirement for the month.

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Process for Excused Absence(s) When the job seeker returns from an absence there is a conversation between the employment advisor and the job seeker regarding the absence, number of hours missed, and make up time required. If an absence is deemed excused (as listed below and in the DPW Policy and Procedures Manual) employment advisors are encouraged to develop a make-up plan so the job seeker has an opportunity to make up the absent hours and not lose any Excused Absence hours. NOTE: Job seekers may choose to forfeit make-up hours and use an Excused Absence day/hours. Make-up time is not mandatory in this case, and the customer must be charged with Excused Absence hour(s). • Each time an Excused Absence is charged, the participant must receive written documentation

from the provider which explains the amount of time used and the amount of time remaining. This documentation must be filed in the case record. All excused time should be documented on the attendance sheets and there should be a note in the client narrative stating that they were awarded excused time.

The following list represents allowable excused absences per the Policy and Procedures Manual- medical, dependent-related and other necessary appointments such as: • medical appointments for the job seeker or dependents • CAO/WIC appointments • legal appointments • school appointments, including school events • counseling appointments • housing appointments • obtaining childcare • Child support appointments • obtaining birth certificates • obtaining documents needed for eligibility for DPW programs • obtaining transportation • other appointments as deemed necessary by the contractor in order to maintain the job seeker

in the program

Additional excused absences include: • Illness of the job seeker, their child or dependent • Bereavement - up to five days of excused absence for the death of a parent, sibling, spouse,

child or child of a spouse, common-law spouse, grandparent, or previous legal guardian; up to three days of excused absence for the death of an aunt or uncle, or a spouse’s parent, or grandparent; and one day of excused absence for the death of another family member or friend. Documentation can include an obituary notice, funeral program or funeral card.

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• Weather or Other Emergency - Job seekers can be excused from participation when the school district in which his/her children are enrolled is closed due to a weather or other emergency; the vendor, training provider or subcontractor’s facility is closed due to weather or other emergency; the job seeker’s place of residence has been affected by an emergency; the vendor determines that a unique or dangerous situation is occurring that prevents the job seeker from attending; or public transportation is unavailable.

If the job seeker fails to make-up the time missed, the Yearly Excused Absence Tracking Log is implemented. All the information is completed on the form as indicated such as the Date of the Excused Absence; the Number of Hours Used (number of hours the job seeker missed); Job seeker and Employment advisor’s Initials; and the Log Completion Date (the date the information was documented). This process is continuously repeated when a job seeker does not make up the time/hours missed due to Excused Absences. At the end of the job seeker’s enrollment with your agency (the job seeker is ready to transition to another agency for services or is terminated from your agency) this form will be finalized by the employment advisor by completing the following: • The Activity End Date

• The Total Number of Hours Used (document under Total Excused Absences Used)

• The Total Number of Hours Remaining (represents the hours used deducted from the hours the job seeker had available at the beginning of the enrollment into your program). The form is then signed and dated by the job seeker and the employment advisor/Supervisor.

• At the time of the transition, a copy of the form will be given to the job seeker for their records (if the job seeker has been terminated from your agency a copy should be mailed to the job seeker and the case record is updated to document these actions).

• A copy of the form is sent with other transition documentation to the job seeker’s next activity site and the original is kept in the job seeker’s file at your agency.

NOTE: It is possible that more than one form will be used depending upon the number of hours a job seeker misses from your agency. If this is the case, add additional forms to the back of the proceeding form. The proceeding form should always document the following: • The Total Number of Hours Used (document under Total Excused Absences Used);

• The Total number of Hours Remaining (represents the hours used deducted from the hours the job seeker had at the beginning of enrollment in your program).

Each form should also be signed and dated by the job seeker and the employment advisor or supervisor. Upon the transition to another agency, the customer will receive all copies of the form (mailed if the job seeker is terminated) and the case record is updated to document these actions.

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C. Termination

Project termination codes primarily reflect whether or not the client secured employment. The EARN service provider must include the reason for termination in the narrative of the client’s case record and in the CWDS narratives when closing. Termination codes 3, 5, and 7 may not be dated more than three days prior to the date that the information was entered into CWDS. For clients terminating with employment, codes 1 and 8, the termination date may be dated back to the last day worked as verified by the paystub.

The termination codes available to EARN are: 1 Employment of 20 hours weekly or greater (part-time) 3 Withdraws or terminates without Good Cause 5 Completion of planned AMR/EDP activities - no employment 7 Other 8 Employment of 30 or more hours weekly (full-time) NOTE: If a client has multiple consecutive days of unexcused absence service providers should contact the CAO to discuss the appropriate action required.

Any job seeker that has missed five (5) consecutive days of scheduled participation must be terminated from the current activity. However, if the job seeker reports on the 6th day, he or she must remain enrolled in the scheduled activity. The 5-day rule, with approval, may be extended for documented extraordinary circumstances identified by the fifth day of the absence.

Philadelphia Works will provide the TANF Programs with a weekly Less than 100% Report or a Time and Attendance Case Management Report that details those job seekers who are satisfying less than 100% of their Activity Compliance Rate (ACR).

Employment advisors must conduct outreach and offer make-up opportunities to all enrolled, as discussed above. However for those job seekers, enrolled at least one full month, who still do not meet the hours required on their AMR, it is recommended that EARN staff schedule an Attendance Resolution Meeting with these job seekers

Using the Less Than 100% Report or the Time and Attendance Case Management report, TANF Programs will prioritize all who need to be contacted and provide Philadelphia Works with the names of the clients who should receive a warning letter announcing the date and time for the Attendance Resolution Meeting.

For each meeting, Philadelphia Works will send a standard letter to all of the identified clients with information on the purpose, location, date and time of each meeting and consequences for non-attendance (see the Warning Letter included in the last section of this manual).

On the scheduled meeting dates, the TANF Program will hold a brief Attendance Resolution group meeting. The TANF director and CAO co-located worker will explain the mandate for meeting hours, that there is an opportunity to complete the hours, and the benefits of participating in TANF activities. The TANF director will also tell attendees that they can meet individually with TANF staff. The family advocate, life coach and peer counselor must be available. Each job seeker in attendance must sign a TANF Program Attendance Agreement.

The TANF Program will terminate everyone who was sent a letter, but did not report to the meeting, or provide documentation for hours. Terminations will be processed for all who did not contact the TANF Program within three (3) days of the meeting. This should avoid mass terminations at the end

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of each month. Consideration will be given to those with extenuating circumstances. For every termination, the TANF Program will give the CAO co-located worker a copy of the signed TANF Program Attendance Agreement and place a copy in the file.

The TANF Program will terminate all meeting attendees who do not satisfy their TANF Program Attendance Agreement to complete their hours, unless there are extenuating circumstances worthy of consideration. For every termination, the TANF Program will give the CAO co-located worker a copy of the signed TANF Program Attendance Agreement and place a copy in the file.

D. Deeming of Community Service Hours (AC20) The CAO determines the maximum number of hours and includes that information on the AMR. Customers cannot be permitted to participate for more community service hours than the amount

indicated on the AMR. The customer is deemed to have met their participation requirement if they participate for the

maximum of allowable community service hours as listed on the AMR. By completing the full (total) number of weekly hours on the AMR, when the allowable hours are fewer than the core hourly requirement for the household, the participant may be ‘deemed’ in compliance with the total required core hours for the week.

Hours are only deemed up to the core hour requirement. The contractor then enters the full core

hours into Kronos. If the customer has unexcused absences or otherwise does not fulfill the requirement during the

week of community service activity, deeming may not occur and the actual hours of activity must be recorded.

Example 1:

Customer is non-extended with child under age 6. Weekly requirement is 20 hours per week. The AMR indicates the maximum allowable community service hours are 15 hours per week. If the customer participates in Community Service for 15 hours, 5 hours can be deemed and entered in Kronos for a total of 20 hours. If the customer participates in Community Service for 13 hours, deeming of hours is not permitted, and the actual hours are entered in Kronos.

Example 2: Customer is non-extended with no children under age 6. Weekly requirement is 20 core and 10 non-core totaling 30 hours per week. The AMR indicates the maximum allowable community service hours are 15 hours per week.

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If the customer participates in Community Service for 15 hours, 5 hours can be deemed entered in Kronos for a total of 20 hours in activity 20. Also, the customer must complete non-core activity requirement. If the customer participates in Community Service for 10 hours, deeming of hours is not permitted, and the actual hours are entered in Kronos.

E. Study Time Credit for Vocational Educational Training (AC24)

For every hours of class time, the client is to receive one hours of unmonitored study time. This also applies to in-house Voc Ed that has been approved by DPW’s Bureau of Policy.

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III. DPW Case File Reviews and Performance Payments

A. Monthly DPW Sample Review



Chapter III: DPW Case File Reviews and Performance Payments A. Monthly DPW Sample Review

The Bureau of Program Evaluation is responsible for monitoring each of its welfare client employment and training programs to ensure compliance with applicable federal, state, and DPW regulations, as well as contract provisions. As part of the monitoring process the Bureau will be conducting monthly case record reviews for contracted vendors currently administering the Employment Advancement and Retention Network (EARN) program. The purpose of this review is to verify compliance with your organization’s contractual obligations and to ensure that quality service is being provided to program participants. Once the review is completed you will receive notification identifying any problem areas of operation for which corrective action will be required.

The following indicates the areas of program operation to be reviewed: • Referral / Enrollment • Service Plan Completion • Attendance / Activities Tracking • Durational Time Limits • Employment Information • Terminations • Medical Assessment forms • Narratives / Incentives; and • Data Entry

This review will be conducted monthly but may not include all providers. If your organization has been chosen as part of this monthly random sample review, you will receive an email alerting you to check Swish for the list of names selected. Documentation is required to be submitted to Philadelphia Works within 5 working days of receiving the request unless otherwise noted. Required documentation: • EARN Monthly Case Record Review Form Checklist

The following are acceptable forms of documentation:

Referral / Enrollment • Agreement of Mutual Responsibility form (AMR) (PA 1661); • Employment and Development Plan (EDP) (PA 1531); and

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• Case Management Narratives. Service Plan Completion • EDRP • Signed Service Plan Activities / Time Tracking • AMR (PA 1661) • EDP (PA 1531) • Attendance / Activity Sheets • Community Service Agency Agreement Form (PA 1694) • Community Service Weekly Participation Report (PA 590) • Excused Absence Tracking Log • Excused Absence Verification • Attendance Make-up Plan • Employment Verification Form (EVF) • Letter from Employer • Pay-stubs / Wage Documentation. Durational Time Limits • Attendance / Activity Sheets Employment Information • EVF • Letter from Employer • Pay-stubs / Wage Documentation • Collateral Contact Terminations • Case Management Narrative Transition to EARN (WR only) • Case Management Narratives Narratives / Incentives • Case Management Narratives; and • List of all Incentives issued Data Entry • Attendance / Activity Sheets • EVF • Letter from Employer • Pay-stubs / Wage Documentation • Commonwealth Workforce Development System (CWDS) Error Screens • CWDS Hotline Ticket # Documentation

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The federal government determines the Work Participation Rate (WPR) through a monthly sampling of the caseload. Each month they randomly select 250 to 300 cases and determine the percentage of those cases where the adults are working or in a work activity at the required number of hours each week. Fifty of those cases selected each month are new applicants who have been on TANF fewer than 30 days. It is rare that applicants are working or in a work activity at the required number of hours that quickly and, as a result, Pennsylvania receives no credit toward the WPR. Philadelphia Works receives the list of randomly selected records and sends an email to the contractors that the list is available in Swish. Contractors are required to retrieve the list from Swish and scan and submit required forms and supporting documentation for the target month. TANF Sampling Checklist and documentation requested below. The following items are accepted by the federal government to document hours of participation. Submit all of the following you have for the client for the sample month: • Pay Stub – a pay stub showing hours worked within the six months before the end of the report

month (if client is still working during the report month). For example, if the sample month is July, the pay stub can be for hours worked from February 1st through July 30th

• EVF – an EVF showing work hours within the six months before the end of the report month or a letter or statement from the employer that shows the hours worked (if client is still working during the report month). EVF must include employer contact information (name, title, and phone number)

• Time Sheets – must be signed by the client; send time sheets even if not signed by the client (*Note, please be sure to list all excused, unexcused absences, and holidays as well as supporting documentation for excused absences)

• Kronos Printout – if there are any hours in the “Apply To” column, the Kronos printout must be signed by the client; send time sheets even if not signed by the client Also required:

• Weekly Activity Summary Sheet for each week of the sample month (Please indicate actual hours participated, holiday hours, and excused absence hours. Indicate the amount of deemed hours for clients in work experience or community service for the full number of hours permissible under FLSA but whose permissible hours are lower than the required.)

• Incentive and Supportive Service Distribution Documentation

• Job Search Log – only if it includes hours participated and is signed by the client

• Excused Absence Form – only if it includes hours missed and is signed by the client

• Case notes – only if relevant in explaining the client’s hours for the sample month

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PLEASE DO NOT SEND COPIES OF AMR, EDRP, ASSESSMENTS or PRINT SCREENS


The Bureau of Program Evaluation (BPE) is responsible for monitoring all DPW/OIM employment and training programs to ensure compliance with applicable federal, state, and DPW regulations, as well as contract provisions. As part of the monitoring process, BPE will be completing monthly payment validation reviews for contracted providers currently administering the EARN program. The purpose of the reviews is to validate placement and retention payments made to your organization, verify compliance with your organization’s contractual obligations, and ensure that quality service is being provided to program participants. Reviews will be conducted for a randomly selected sample for which payment was issued. Performance Benchmarks: 1. Placement 2. Retention 3. Increased Hours Worked (IHW) 4. Activity Compliance Rate (ACR)

See Attachment 17 for the DPW Performance Payment Submission Process. We will also issue operations memos as changes occur.

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EARN Procedures Manual Attachments: Attachment 1: ……………………………………………………………………………………………………………. page 91 Partnership Meetings Attachment 2: ……………………………………………………………………………………………………….…… page 93 Schedule of Additional Referral Days Attachment 3: ……………………………………………………………………………………………………………. page 94 Health Insurance Portability & Accountability Act (HIPAA) HIPAA Compliance Agreement: Confidentiality and Non-Disclosure Acknowledgement Attachment 4: ………………………………………………………………………………………………………….… page 96 Grievance and Complaint Resolution Procedure for Participants Attachment 5: ……………………………………………………………………………………………………….….. page 104 Worker’s Compensation Employee Notification Attachment 6: …………………………………………………………………………………………………………… page 106 DPW Guidelines for Community Service (Community Work Experience) Community Work Experience (CWE) Work Site Agreement Form Attachment 7: ……………………………………………………………………………………………………………. page 111 Enrollment and Services Form Services Authorization Continuance Placements Attachment 8: ………….…………………………………………………………………………………………………. page 117 Not Reconcilable Attachment 9: ………………………………………………………….…………………………………………………. page 118 JSST Referral Tracking Log Attachment 10: …………..………………………………………………………………………………………………. page 119 Attendance Form Attachment 11: …………………………………………………………………………………………..………………. page 120 Job Referral Form Attachment 12: …………………………………………………………………..………………………………………. page 121 Employment Refusal Policy Good Cause for Refusing Employment Attachment 13: ………………………………………………………………………………………………………..…. page 123 Refusal of Employment Warning Notice Refusal of Employment Final Notice

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Attachment 14: ………………………..…………………………………………………………………………………. page 125 My Self Assessment (MSA) My Personal Goals & Action Plan Worksheets & Exercises from Dr. Ford’s Case Management Training & Manual TANF Program Welcome Call Scripts Attachment 15: …………………………………….....…………………………………………………………………. page 156 PA Workwear Referral Form Attachment 16: ………………………………………………………..…………………………………………………. page 157 DPW Special Allowance Verification Form Attachment 17: ……………………………………………………………………..……………………………………. page 159 DPW Performance Payment Submission Process Attachment 18: ………………………………………………………………………………………………..…………. page 162 Test of Adult Basic Education (TABE) Attachment 19: ………………………………………………………………………………………………………..….. page 163 PA Department of Public Welfare Authorization for Release of Information

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ATTACHMENTS

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Partnership Meetings A series of regularly scheduled meetings are held with major stakeholders to discuss performance measurements, policies, improvements, strategies and concerns. The chart below lists the various meetings and required attendees.

Meeting Description Required Attendees Frequency Lead

1) Operations Meeting

Purpose: This meeting convenes key stakeholders involved in system operation to discuss impact of policy and procedures, overview of outcomes, CAO and BPE updates.

Philadelphia Works, CAO, BPE, EARN Center directors.

Note: Guests may be invited to do presentations that introduce new programs and resources.

Monthly

Philadelphia Works

JSST Recruitment and Planning Meeting

Purpose: Discuss recruitment efforts to ensure all potential trainees are identified for eligibility assessment; slot levels;

Monthly

Philadelphia Works

2) Directors’ Meeting

Purpose: Forum for EARN directors to exchange information, make recommendations, address concerns, and establish “best” practices for all areas of programmatic operations. This meeting may also generate recommendations for policy change, training or strategies to improve performance. Benchmarks and outcomes for each contractor are reviewed.

EARN Center directors and Philadelphia Works.

Monthly

Philadelphia Works

3) Strategic Meetings

Purpose: Discuss overall performance of individual contractor including methods to improve select performance benchmarks. All components of service delivery

Philadelphia Works meets individually with each EARN Center director

As needed

Philadelphia Works

Attachment 1

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including outreach, enrollment, orientation, job readiness, placement and terminations are reviewed for the impact on meeting benchmarks.

4) Cluster Meetings

Purpose: Convene PCAO district office management and partner EARN Center to reconcile outstanding data entry, transition documents and address specific concerns including referrals.

PCAO district administrators, assistant district administrator, Philadelphia Works, and representative EARN Center.

Monthly

PCAO

5) EARN Board Meeting

Purpose: Review aggregate data, new/revised policies, including financial information, performance data, and analyze trends. Make recommendations.

Senior management from OIM, BPE, PCAO, Philadelphia Works

Note: By invitation only or for special presentations, include program management or representatives from other systems.

As needed BPE and Philadelphia Works

7) Local Management Committee (LMC) Meeting

Purpose: The LMC provides the CAO with a mechanism to oversee services provided employment and training contractors. Review aggregate data, including financial information, performance data, analyze trends and reform system as needed (e.g. determine need for new investments, reallocation of resources, new/revised policies, etc.

Philadelphia Works, CAO, and voting representatives. LMC meetings are open to the public.

Quarterly PCAO and Philadelphia Works

Philadelphia Works EARN System Additional Referral Days

EARN Center Additional Days Per Month

CAO Plan CCIS Plan Support Plan Implementation Date

Impact

Mondays and Thursdays Weekly*

On site for support

Available on site

Impact Staff will send welcome & reminder letters CAO co-located workers will meet with customers to reschedule who cannot stay or have barriers CAO will enter referrals and appointment dates in CWDS for both days

April 28, 2014

Esperanza

1st and 2nd Tuesday each month

Onsite both days

On site on Monday and Tuesday mornings weekly

CAO liaisons will meet with customers with barriers and issues to reschedule

May 5, 2014

People for People

1st and 4th Tuesday each month

Onsite for the additional days

On site for the additional days

CAO will meet with EARN staff to address challenges; reschedule customers as needed and will assess all referrals early in process for orientation process each day

May 13, 2014

EDSI West

1st and 4th Tuesday each month

On site for additional days

On site on the additional days (time limited)

Orientation will run similar to current process, with exception of dual classes offered on Tuesday in order to complete all Day 1 services for Tuesday enrollments and embed customers into final services prior to the Friday Graduation Day.

May 5, 2014

Career TEAM

1st and 4th Wednesday each month

On site for additional days

On site one day in May/continue to encourage and assess challenges and increase presence

The CAO will enter referrals and appointments dates in CWDS for Mondays and (1st and 4th) Wednesdays beginning April 28, At the close of business on Tuesdays and (1st and 4th) Thursdays, Career TEAM will email the CAO districts a list of the no-shows who have not met with the CAO Co-Located Workers.

May 5, 2014

JEVS

1st and 3rd Wednesday Not on site for additional days- plan in place for support

On-site support on Wednesdays

To accommodate referrals entered for the second enrollment day, a report will be run to capture everyone within their 15 days, who has missed their previous appointment, or who is scheduled to come in the following Week. Depending on how the referrals come out, may increase our outreach by making calls again Tuesdays on the weeks there are 2 enrollment days.

May 2014

The complete plan for each location is on file with Phila. Works and will be monitored by Program Representatives weekly and through Cluster Meetings from May through July for initial assessment of the additional day plans. Attachm

ent 2

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HEALTH INSURANCE PORTABILITY & ACCOUNTABILITY ACT (HIPAA) HIPAA law requires that you keep every customer’s Private Health Information (PHI) private. PHI includes but is not limited to: • Personal address and phone number

• Date of birth and social security number

• Contact information for job seeker’s legal next of kin or guardian

• Health information

o Insurance information (pre-certification / DSHS / Medicare)

o Treating hospital/clinic number assigned the patient

o Anticipated admission date and time Protecting Confidentiality and Keeping Information Accurate Misfiling of job seeker information: Guard against misfiling job seeker information by checking to see if all of the information in the file belongs to that particular individual. Social/Public settings: Another way to respect participant privacy is to avoid initiating contact in social and/or public settings. Also avoid disclosing to a third party the context for recognition of a participant. Avoid discussing anything regarding job seekers with co-workers in public areas like elevators and corridors or any place where the discussion may be overheard. Electronic Data Systems: Maintain privacy while entering data into CWDS, ETO and Kronos and all other electronic data systems. While the electronic transmittal of information may save time, the law that protects PH imposes stiff penalties for HIPAA violations. Email is not considered secure unless your agency has taken steps to make it secure through encryption or another similar method. Even if sent secure, the only PHI that should sent is that which is necessary for the recipient to perform their job. PHI should not be left out on a desk or exposed on a computer screen when away from your desk or leaving for the day. Case notes: Restrict case notes to internal data systems and agency files. Do not sendPHI and/or case notes via email that is not secure. If a job seeker agrees to receive services from another agency, obtain a signed authorization to release information to that agency.

Attachment 3

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Annually, you will be required to attend HIPAA training and sign the following HIPAA Compliance Agreement:

Confidentiality and Non-Disclosure Acknowledgement

HIPAA Compliance Agreement I understand that is it important to keep personal facts private. I have attended the Health Insurance Portability and Accountability Act (HIPAA) training. I agree to follow the HIPAA laws while doing my work.

I know that I may have to share private or personal information with Philadelphia Works staff or my employer. I will not share private or personal information outside of my duties. If I am not sure who I can talk to about certain things, I will ask my supervisor first. I also agree that I will not take anything confidential away from this company.

I understand that if I break this Agreement in any way, I may face: Fines Criminal action Civil action Program termination

Print Name: __________________________________________ Social Security Number (Last 4 Digits): ___________________ Sign Name: __________________________________________ Date: __________________________________________ For provider use only Provider Name: ____________________________________ Print Staff Name: _______________________ Title: _________________________________ Staff Signature/Witness: ____________________________________________

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I. Policy

It is the policy of this Agency to administer all programs which are funded by Philadelphia Works, Inc. in a fair, impartial, and non-discriminatory manner, in accordance with Philadelphia Works, Inc. directives, and in compliance with relevant Federal, State, and Local statutes. Furthermore, it is our policy to foster an environment that is positive and supportive of staff and participant rights and needs in our employment and training programs. All staff and participants are notified in writing about their rights and the grievance procedures.

II. Procedure

Program Complaints - Complaints that are program-related must be filed within one (1) year of the alleged occurrence and will be processed in accordance with the following procedure. Criminal Complaints - All information and complaints involving fraud, waste, abuse or criminal activity, shall be reported directly and immediately to the Department of Labor (DOL), Office of Inspector General.

STEP I: The Opportunity to File A Complaint

Most disagreements can be resolved to the satisfaction of all parties involved when problems are approached in good faith and with mutual respect. Therefore, staff or participants with complaints must first consult the immediate supervisor, instructor, or Philadelphia Works, Inc. Monitor/Acct. Rep. The complainant should meet with one of these, explain the problem, and attempt to resolve the issue informally.

STEP II: The Opportunity for an Informal Conference

If the complainant is not satisfied with Step I, he/she must file a written complaint, within five (5) days, with Philadelphia Works, Inc., and request an informal conference. When filed, allegations must include the complainant(s) and respondents names, a description of the allegation(s), date(s) on which the occurrence(s) took place and attempted resolution. Grievances may be filed with Philadelphia Works, Inc. at the following address:

Name: Philadelphia Works Compliance Officer Address: 1617 JFK Boulevard Suite 1300 Philadelphia, PA 19103 Phone: (215) 963-2100

GRIEVANCE AND COMPLAINT RESOLUTION PROCEDURE FOR PARTICIPANTS

Attachment 4

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The informal conference will be held within ten (10) days from the date of the receipt of the request by Philadelphia Works, Inc. At the informal conference, the complainant and Philadelphia Works, Inc. will discuss the allegation(s) informally. The findings of Philadelphia Works, Inc. will be submitted to the complainant no later than ten (10) days following the informal conference. Included with the findings will be a notification of the complainant's right to request a hearing if a satisfactory resolution is not accomplished.

STEP III: The Opportunity for a Hearing

If the complainant is not satisfied with the results of the informal conference, he/she must inform Philadelphia Works, Inc. within five (5) days of the receipt of the findings and request a hearing to seek resolution of the issue(s). Philadelphia Works, Inc. will appoint an Impartial Hearing Officer, who will attempt to resolve the issue(s) and render an independent decision. The requested hearing will be held within 30 days from the date on which the complaint was received by PWDC. The Hearing Officer will send out notification of the hearing to all parties concerned, stating the date, time and place of the hearing and the issues to be heard. All parties have the right to be accompanied by an attorney (at their own expense), or other duly authorized representative. All parties have the right to present testimony and to bring witnesses and records. A written decision will be issued by the Hearing Officer to the complainant and all parties who attended the hearing within 60 days of the filing of the complaint. The decision will include: 1) a synopsis of the facts, 2) a statement of reasons for the decision, and 3) notification of records. All correspondence will be mailed certified with a return receipt requested.

STEP IV: State Grievance and Hearing Procedures

If the complainant does not receive a decision from Philadelphia Works, Inc. within 60 days of filing the complaint, or receives a decision that is unsatisfactory to the complainant, the complainant has the right to request a review of the complaint by the Governor. The request for review must be submitted to the Deputy Secretary for Employment Security and Job Training within ten (10) days of receipt of the adverse decision or, if no timely decision is rendered, within 15 days from the date on which the decision should have been received from the Hearing Officer. A review will be conducted on behalf of the Governor and a decision issued within 30 days from the date of receipt of the review request. The decision rendered will be final. Complainants who initially file complaints at the State level, on which a decision is not rendered within 60 days of receipt of the complaint or on which an adverse

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decision is rendered will be afforded the opportunity for an independent state review by the Governor. A decision based on the independent review will be issued within 30 days, and the decision issued on behalf of the Governor, will be final. Complaint alleging violations of Section 143 of the Act shall be handled under the procedures set forth at Subsection 627.603, "Special handling of labor standards violations under Section 143 of the Act." The decision rendered on behalf of the Governor in Step IV is final unless the Secretary of Labor exercises the authority for federal level review in accordance with the provisions at Subsection 627.601, complaints and grievances at the federal level.

III. PROCEDURE FOR COMPLAINTS ARISING FROM ACTIONS TAKEN WITH RESPECT TO INVESTIGATIONS OR MONITORING REPORTS.

Any program participant, subcontractor, or other persons participating in programs who have complaints arising from actions taken with respect to investigations or monitoring reports, may file a complaint in accordance with the following procedure:

a. File a written complaint summarizing the violation and forward directly to: Name: Philadelphia Works Compliance Officer Address: 1617 JFK Boulevard Suite 1300 Philadelphia, PA 19103 Phone: (215) 963-2100

b. An informal conference will be held within 10 days of receipt of the complaint. At the informal conference, the complainant and Philadelphia Works, Inc. will discuss the allegation(s) informally. The findings of Philadelphia Works, Inc. will be submitted to the complainant no later than ten (10) days following the informal conference. Included with the findings will be a notification of the complainant's right to request a hearing if a satisfactory resolution is not accomplished.

c. Steps III and IV as outlined in the above procedure will be the process used

if the grievance proceeds to this stage. IV. PROCEDURE FOR COMPLAINTS ALLEGING DISCRIMINATION

Any person who believes that he or she or any specific class of individuals has been or is being subjected to discrimination on the basis of race, color, religion, sex, national origin, age, disability, political affiliation on belief and for beneficiaries only, citizenship or participation in , may file a complaint through this procedure as follows:

STEP I: The Opportunity to file a Complaint

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Complaints filed by the complainant or an authorized representative, must be in writing and must include the complainants and respondents names, occurrence date and description of occurrence in sufficient detail to allow the Director of the Directorate of Civil Rights (DCR) or the Department of Labor and Industry (L & I) to determine the timeliness of filing, apparent merit and violations under the nondiscrimination and equal opportunity provisions of. Complaints must be filed not later than 180 days from the date of the alleged discrimination. All written complaints should be forwarded to:

Department of Labor & Industry Office of Affirmative Action, Room 1415 Labor & Industry Building Seventh & Forster Streets Harrisburg, PA 17120 or you may file directly with: Director, Directorate of Civil Rights (DCR) U.S. Department of Labor 200 Constitution Avenue, N.W., Room N-4123 Washington, D.C. 20210

If you elect to file your complaint with the Department of Labor & Industry, you must wait until L & I issues a decision or until 60 days have passed, whichever is sooner, before filing with DCR. Only the Director of DCR, for good cause shown, may extend the filing time beyond 180 days.

STEP II: The Opportunity for an Informal Resolution Conference

The Equal Opportunity Representative (EOR) will meet with the complainant, or designated representative, within 10 days from the date of receipt of the written allegation, and will attempt to informally resolve the issue. Findings of the Equal Opportunity Officer will be submitted in writing to the complainant not later than ten (10) days following the resolution conference. Included with the findings will be the notification of the right to request a formal conference with an impartial decision-maker if satisfactory resolution is not accomplished.

STEP III: The Opportunity for a Formal Resolution

If the complainant is dissatisfied with the attempted informal resolution, he/she must so inform the EO Officer in writing within five (5) days of receipt of the adverse or unsatisfactory decision and request a formal conference with an impartial decision-maker to seek resolution of the issue. An impartial decision-maker will be appointed, who will attempt to resolve the issue and render an independent decision. The formal conference will be held within 30

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days from the date on which the complaint was filed. Written notification of the formal conference will be sent out to parties involved by the impartial decision-maker stating the date, time and place of the formal conference, the specific issues to be heard, and responses of those involved. Each party has the right to representation by an attorney or other individual of his or her own choice, the right to question others who present evidence an must attend the conference. A written decision, made strictly on the recorded evidence, will be issued by the impartial decision-maker within 60 days of the filing of the complaint. The written decision must include 1) a synopsis of facts, 2) a statement of reasons for the decision, and 3) notification of recourse.

STEP IV: Notice of Recourse

If the resolution offered to the complainant or his/her representative is not satisfactory, or his or her representative has not been notified of the resolution by the end of the 60 days, the complainant or his or her representative may, within 30 days of the expiration of the 60-day period, file a complaint with the Director of DCR. The Director of DCR may extend the 30-day time limit for good cause shown. If it is determined that Labor & Industry does not have jurisdiction over a complaint, the complainant or his or her representative will be notified in writing immediately. The written notice will include reasons for the determination and the complainant's right to file with the Director of DCR within 30 days of receipt of the notice.

IV. STATE AND GRIEVANCE HEARING PROCEDURES

Complainants alleging a violation of the Workforce Investment Act (WIA) or regulations promulgated thereunder, grants or other agreements under the Act, shall seek resolution of such allegation(s) through this procedure as provided. Complaints or allegations, and review request when filed, must include the complainant's and respondent's names, date(s) of occurrences, and a description of occurrences. All program related complaints, initially filed at the state level, except complaints alleging fraud or criminal activity, must be filed within one (1) year of the alleged occurrence. Review request must be filed within then (10) days of receipt of an adverse decision or if no timely decision is rendered, within 15 days from the date on which the complainant should have received a timely decision.

STEP I: The Opportunity to File a Complaint

All complaints shall be in writing. The individual, organization, SDA, SSG or sub-recipient, hereafter referred to as the complainant, who has an alleged complaint shall submit the allegation in writing to the Deputy Secretary for Employment Security and Job Training.

STEP II: The Opportunity for an Informal Resolution

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The Director of the Bureau of Employment Services and Training (BEST), or his/her designee, on behalf of the Deputy Secretary for Employment Security and Job Training, shall meet with the complainant or representative(s) of the organization involved and shall attempt informally to resolve the issue(s). The findings of the BEST Director must be submitted to the complainant, in writing, not later than ten (10) days following the informal conference. Notification of the right to request a hearing if a satisfactory resolution has not been accomplished must be included with the findings.

STEP III: The Opportunity for a Hearing

If the complainant is not satisfied with the results of the informal conference, the Director of the BEST must be so informed within five (5) days from the date of receipt of the informal findings, and a request for a hearing to seek resolution of the alleged violation made. An impartial Hearing Officer will be appointed, who will attempt to resolve the issue(s) and render an independent decision. The requested hearing will be held within 30 days from the date on which the complaint was filed. Written notification of the hearing will be sent out by the hearing officer, stating the date, time and place of the hearing, the issue(s) to be heard and where appropriate the nature of the violations, which the hearing covers. All involved parties have the right to be accompanied by an attorney or other duly authorized representative, the right to bring witnesses and documentary evidence, and the right to present testimony. The complainant may withdraw the request for hearing in writing before the hearing is held and either the complainant or the respondent may request a continuance of the hearing for good cause before the hearing is held. Request for continuance must be made in writing. A written decision will be issued by the Hearing Officer to the complainant and respondent(s) not later than 60 days from the date on which the complaint was filed. All decisions shall include: 1) a synopsis of facts, 2) a statement of reasons for the decision, and 3) notice of recourse. All correspondence must be mailed certified with a return receipt requested.

STEP IV: Notice of Recourse

If the complainant receives and adverse decision, or a decision is not received within 60 days of filing the complaint, a request for an independent State review of the complaint by the Governor shall then be made. The request for review should be submitted to the Secretary of Labor and Industry, the Governor's designee under the program, within ten (10) days of receipt of the unfavorable decision, or 15 days from the date on which the decision should have been received from the Hearing Officer. The Secretary of Labor and Industry, or his designee will conduct a review of the complaint and issue a decision within 30 days from the date of receipt of the review request. The decision rendered on behalf of the Governor will be final.

1. Designation of an Impartial Hearing Officer

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An impartial person appointed by the SDA/SSG grant recipient is responsible for: a. Providing a hearing within 30 calendar days from the initial filing of a complaint. b. Reviewing the issues. c. Rendering a decision. d. Advising complainant of appeal rights. 2. Provisions for Conducting a Hearing The provisions for conducting hearings will be as indicated below:

a. The Hearing Officer will provide written notification to each party involved of the date, time and location of the hearing within 5 days from Appointment as Hearing Officer.

b. The notification will inform all parties of the following rights:

(1) to be represented by an attorney or other duly authorized person of his/her own choosing at his/her own expense.

(2) the right to present evidence and question others who present evidence.

c. Each party present at the hearing will be given an opportunity to state the issues to be heard.

d. The proceedings of the hearing will be recorded either on a tape recorder or

through the service of a hearing stenographer.

e. The Hearing Officer will provide a written decision made strictly on the recorded evidence within 60 days from the filling of the complaint.

f. The decision will include: 1) a synopsis of facts, 2) a statement of reason

for the decision, and 3) notification of recourse. All correspondence will be mailed certified with a return receipt requested.

g. In addition, the written decision will notify the grievant of their right to appeal

to the Office listed below: Deputy Secretary for Employment Security and Job Training Room 1708, Labor & Industry Building Seventh and Forster Streets Harrisburg, PA 17120

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My signature below indicates that I have been advised of my rights with regard to Philadelphia Works, Inc.’s grievance procedure and have been given a copy of this document. ______________________________ __________ Name Date

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WORKERS’ COMPENSATION EMPLOYEE NOTIFICATION

The Pennsylvania Workers’ Compensation Act designed to provide reimbursement for reasonable medical care for someone who suffers an injury arising in the course of his/her employment and casually related thereto. Pursuant to the Act, your employer will provide payment for reasonable surgical and medical services, services rendered by physicians or other health care providers, medicines and supplies, as and when needed.

If you require emergency medical treatment, you may seek it from any provider; however, any subsequent non-emergency treatment shall be from one of the designated health care providers whose names appear on the list posted on your employer’s premises. If you are faced with a medical emergency, you may secure assistance from a hospital or physician/health care provider of your choice. However, once the emergency no longer exists, the injured employee must treat with a listed provider for the remainder of the ninety (90) day period.

During the initial ninety (90) days from the date of your first visit, you have the right to switch from one health care provider on the list to another, and that treatment will be paid for by your employer.

If a designated health care provider refers you for treatment to another health care provider whose name is not on the list, your employer will pay for the treatment rendered by the provider to whom you were referred.

Naturally, you have the right to seek treatment or medical consultation from a non-designated health care provider during the initial ninety (90) day period following the first visit, but you are personally responsible for payment for those services.

You have the right to right to seek treatment from any health care provider at the expiration of the ninety (90) day period from the date of first visit. This treatment will be paid for by your employer unless the treatment is found to be unreasonable or unnecessary by utilization review organization pursuant to the utilization review process contained in the Pennsylvania Workers’ Compensation Act.

Your employer will be responsible for the cost of that treatment after the initial ninety (90) day period has ended but only if you notify the employer that you are receiving treatment from a non-designated health care provider and only if you notice is provided to your employer within five (5) days of the first visit to that provider. If you provide notice to your employer of treatment by a non-designated provider more than five (5) days after the first visit to that provider, the employer will not be responsible to pay

Attachment 5

104

for treatment rendered by that non-designated provider until it receives notification from you that you are receiving such treatment.

Should invasive surgery be prescribed by a designate health care provider, your employer will pay for an additional opinion from a health care provider of you choice. If the additional opinion differs from the opinion of the designated health care provider and if the additional opinion provides a specific and detailed course of treatment, you will then determine which course of treatment to follow. If you choose to follow the procedures recommended in the additional opinion, your employer will pay to have such procedures performed by one of its designated health care providers and will not be responsible for payment for treatment provided by a non-designated provider for a period of ninety (90) days from the date of your visit to the health care provider from whom you obtained the additional opinion.

I HEREBY ACKNOWLEDGE THAT I HAVE BEEN INFORMED OF AND UNDERSTAND MY RIGHTS AND DUTIES UNDR THE PENNSYLVANIA WORKERS’ COMPENSATION ACT AS SET FORTH HEREIN.

Date: _______________________ _______________________________

Employee Signature

EMPLOYEE RE-NOTIFICATION AT OR NEAR THE TIME OF THE CLAIMED WORK INJURY

I hereby acknowledge that I have been informed again and that I understand my rights and duties under the Pennsylvania Workers’ Compensation Act. I have received a copy of this workers’ compensation employee notification form.

Date: ______________________ ____________________________

Employee Signature

105

Community Work Experience (CWE) Work Site Agreement Form

Work Site Agency: Address: Contact Person: Telephone Number: Number of Position(s) Provided: Fax Number: E-mail Address: Type of Position(s): Staff Signature/Witness

1. I represent that I am a duly authorized representative of the worksite agency set forth above (“Work Site”) and have legal capacity to execute this Agreement Form.

2. I confirm that the Work Site is a governmental agency or nonprofit organization as defined under the Internal Revenue Code.

3. I agree to comply with all provisions of the Fair Labor Standards Act (FLSA) as well as all labor, health and safety standards prescribed by federal, state and local law.

4. I represent that the Work Site is in compliance with nondiscrimination and equal opportunity provisions under the federal, state and local law.

5. I agree to provide workers’ compensation coverage, if applicable.

6. The work experience provided by the person participating in community service (“Participant”):

- Will not result in in the displacement of any currently employed worker or position, including partial displacement, such as the reduction of hours of overtime, wages or employment benefits;

- Will not impair existing contracts for services or collective bargaining agreements; - Will not be a substitute for the filling of a position when any other person is on lay-off from the same

or a substantially equivalent job within the same organizational unit, or when an employer has terminated any regular employee; and

- Will not infringe in any way upon the promotional opportunities of any currently employed individual.

7. I agree that the activities that I assign to the Participant will be structured and supervised and will provide a community service and improve the employability of the Participant.

Attachment 6

106

8. I agree to provide the following documentation to the TANF program:

- Number of hours worked by the Participant; - Participant’s job description; - Identity of the appropriate official or staff member responsible for supervising and instructing the

Participant; and - Participant’s work schedule.

9. I agree to cooperate with and respond to requests for information needed to complete an audit,

including the retention of work and attendance records.

10. I agree to use the Telephony Time and Attendance System (TTE) to verify the hours of the Participant(s).

11. I understand that any changes to the Participant’s job description or work schedule must be conveyed to the TANF program in writing.

12. I understand that either party may terminate the community service activity for convenience, but should

provide the other party with written notice of such termination. The TANF program may also terminate the community service activity for other any reason, including but not limited to, unsafe working conditions, improper conduct by the Work Site representatives, or failure of the Work Site to provide adequate documentation. I will be provided with written notice of such termination in writing.

Print Name:________________________________________________________

Signature: _________________________________________________________

Date: _____________________________________________________________

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DPW COMMUNITY SERVICE (Community Work Experience) Guidelines

Section 402 of the Public Welfare Code defines Community Service as “unpaid work for a unit of Federal, State or Local Government, or a non-profit organization… The organization receiving the work must agree to report the number of hours worked by the cash assistance recipient.”

Job Seeker Responsibilities

Job seekers who are unable, despite good-faith efforts, to obtain unsubsidized employment of at least 20 hours a week can participate in Community Service as their work activity to the extent permitted under the Fair Labor Standards Act (FLSA). The TANF Program is responsible for finding a community service position and monitoring the participation of the job seeker on the agreed upon number of hours for Community Service and any additional activities agreed upon on the AMR/MSA. (The TANF Program must not schedule the job seeker for more Community Service hours than stated on the AMR; even if the hours stated are less than 20). TANF programs and CAO’s can assist the job seeker in finding a community service position.

Community Work Experience Providers & Their Responsibilities

Only federal, state and local government agencies, and non-profit organizations that qualify as tax-exempt under section 501(c) of the Internal Revenue Code can provide Community Service opportunities. Organizations that provide Community Service opportunities may be asked for a copy of their Determination Letter as a section 501(c) agency.

To be acceptable, the Community Work Experience site is responsible for providing documentation to the TANF program of the following information:

• Job description;

• Identity of the appropriate official or staff member responsible for supervising and instructing the person participating in community service;

• The job seeker's work schedule;

• Assurance that the Community Work Experience agency will provide workers’ compensation coverage (to be reimbursed by the Contractor), if applicable;

• Assurance that the Community Work Experience agency meets applicable health and safety standards prescribed by federal, state and local laws;

• Assurance that the work experience provided by the individual will not result in the displacement of any currently employed worker or position, including partial displacement, such as a reduction in hours of overtime work, wages, or employment benefits;

• Assurance that the work experience provided by the individual will not impair existing contracts for services or collective bargaining agreements;

• Assurance that the work experience provided by the individual will not be a substitute for the filling of a position when any other person is on lay-off from the same or a substantially equivalent job within the same organizational unit, or when an employer has terminated any regular employee;

108

• Assurance that the work experience provided by the individual will not infringe in any way upon the promotional

opportunities of any currently employed individual;

• Assurance that the work experience provided by the individual will not be a substitute for the filling of any established unfilled vacancy;

• Assurance that the Community Work Experience agency will cooperate with and respond to requests for information needed to complete an audit, including retaining work and attendance records for four years.

All Community Work Experience work-sites must be registered for Telephony (TTE). Paper timesheets will only be accepted under one of the following circumstances: (1) TTE is out-of-order – report the problem immediately to Philadelphia Works and follow-up with Philadelphia Works to ensure the problem is addressed; (2) the job seeker neglects to call-in/out using TTE- this is limited to sporadic instances and must be remedied immediately by talking with the job seeker and work-site supervisor.

CAO Responsibilities

After the job seeker, TANF program and CAO have agreed, through an AMR, to the appropriate referral to a Community Work Experience, the CAO will:

• Compute the maximum number of hours that the job seeker can participate in Community Service and enter those hours on the AMR;

• Inform the job seeker of any additional hours of activity needed in combination with Community Service hours to fulfill the hours-per-week work requirement;

• Process requests for special allowance(s) for Supportive Services accurately and in a timely manner.

Acceptable & Unacceptable Activities

Community Work Experience activities must be structured and supervised. The activity must provide a community service, as well as improve the employability of the job seeker. These activities are provided under the auspices of non-profit organizations and groups. Examples of programs and activities that fit under our definition of community service include, but are not limited to, work performed for school (e.g. serving as a teacher’s aide), Head Start program (e.g. helping as a parent volunteer), church in a non-religious capacity (e.g. preparing meals for the needy), or governmental/nonprofit agency (e.g. proving clerical support), as well as participation in volunteer organizations such as AmeriCorps, Volunteers in Service to America (VISTA), or private volunteer organizations.

Job seekers working in Paid Work Experience or Community Service activities are permitted to have access to other job seekers’ information as long as the worksite:

• Reviews confidentiality requirements, including HIPAA requirements with the job seeker;

• Obtains the same signed assurances regarding confidentiality from the job seeker as it would for its own staff.

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Please note: Community Service is a core activities that can be used as all or part of the countable hours needed for compliance with work participation rate requirements. Contractors may develop worksites to accommodate job seekers when additional core hours are needed or if the job seeker is between other activities.

110

GenderM F

Home Work Cell

Home Work Cell

Home Work Cell

Languages Spoken: (select all that apply)

Cambodian English Korean Laotian Spanish French Russian Chinese Vietnamese

Limited English: (check one) Yes No If yes, preferred language:

Education Level: (check one)

No Formal Education Dropped Out GED HS Diploma Post HS (Degree) Post HS (No Degree) Student

Highest Grade Completed:(check one)

0 1st 2nd 3rd 4th 5th 6th 7th 8th 9th 10th 11th 12th

1 Year College (no degree) 2 Years College (no degree) 3 Years College (no degree) 4 Years College (no degree)

Associates Degree Bachelor's Degree Graduate Degree (Masters or higher)

Certifications

Auto Mechanic CNA Computer Skills Cosmetology LPN Security Welder

Other

Criminal Record Status: No Yes If yes, Excluding Misdemeanor Misdemeanor

Court Involvement: (check one) None Parole Officer Traffic Court Family Court

Are you currently employed? Yes No

Are you registered in Job Gateway? Yes No Are you a veteran? Yes No

Do you have access to a car? Yes No Do you have car insurance? Yes No

CAO Special Allowances Received: (check all that apply) Childcare Transportation

Marital Status:

Single Married Divorced Separated Widowed

Family Status: Not a Parent

Parent in a 1-Parent family Number of children in household: Youngest child's date of birth:

Parent in a 2-Parent family Under 2 yrs. 2-6 yrs. 7-13 yrs. 4-18 yrs.

Number of children not in household: Youngest child's date of birth:

Non Custodial Parent Under 2 yrs. 2-6 yrs. 7-13 yrs. 4-18 yrs.

Are you homeless? Yes No Are you a foster child? Yes No

Address 2 Secondary Phone Number:

Emergency Contact Number:

Email address:

City Emergency Contact Name:

State Zip

Address Primary Phone Number:

Last Name First Name Middle Initial

SSN: Birth Date:

Attachment 7

111

Last Name: Provider/Office:

First Name: Training (JSST):

SSN: Project ID:

Participant ID: Project Begin:

Case Begin Date: / /If the Case Begin Date is different from the actual start date, please enter the file start date below:File start date: / /

Reason for discrepancy:

Program EligibilityEARN Center EARN (JSST Only) BETP TANF SNAP

Activity Code Hours Per Week ONET:Start Date / /

Activity Code Hours Per Week ONET:Start Date / /

Activity to be closed Completed Not CompletedActivity Activity:End Date / / Start: / /

Reason: Scheduled Hours: ONET:Hours Updated: Effective: / /



Authorized By (Print name) Signature Date






Case End Date / /1 - Employment 20 hours/week or greater 3 - Withdraws or terminates without good cause

8 - Employment 30 hours/week or greater 5 - Completion of planned AMR/EDP activities - No employment

7 - Other


Change of Service AuthorizationClose Services / Activities Open Services / Activities

Activity to be opened / Scheduled hours update

Open Other Activity Service Authorization (if applicable)

Open Core Activity Service Authorization

Close Participant Case - Please ensure the service / activity is closed above




112

Last Name: Provider/Office:First Name: Training (JSST):SSN: Project ID:Participant ID: Project Begin:

Activity to be closed Completed Not Completed

Activity Activity:

End Date / / Start: / /

Scheduled Hours: ONET:Reason:

Hours Updated: Effective: / /


Activity Activity:






Activity Activity:





Activity Activity:





Case End Date / /1 - Employment 20 hours/week or greater 3 - Withdraws or Terminates without good cause

8 - Employment 30 hours/week or greater 5 - Completion of planned AMR/EDP activities - No Employment

7 - Other


Change of Service Authorization - ContinuedClose Services / Activities Open Services / Activities






113


Community Service Unsubsidized Employment OJT

Employer Job Title

Address Occupation

City, State Salary

Phone Initial scheduled hours per week

Contact Name, Title Frequency of pay

Contact Phone, Fax Date of first pay / /

Contact e-mail First day of worked / /

Medical insurance through Employer?Yes No

Benefits within 6 months?

Yes No


Update Placement Report Scheduled Hours to: Effective: / /Close/Terminate Placement Report / / Is the participant still working? Yes No

Reason for termination:



Employer Job Title

Address Occupation

City, State Salary






Benefits within 6 monthsYes No


Update Placement Report Scheduled Hours to: Effective: / /

Close/Terminate Placement Report / / Is the participant still working? Yes No



New Placement

Employment Details Job Details

Reattachment / Additional Placement


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Activity Activity:





Activity Activity:






Activity Activity:





Activity Activity:





Case End Date / /1 - Employment 20 hours/week or greater 3 - Withdraws or Terminates without good cause

8 - Employment 30 hours/week or greater 5 - Completion of planned AMR/EDP activities - No Employment

7 - Other







Change of Service Authorization - ContinuedClose Services / Activities Open Services / Activities

115



Employer Job Title

Address Occupation

City, State Salary






Benefits within 6 months?

Yes No


Update Placement Report Scheduled Hours to: Effective: / /Close/Terminate Placement Report / / Is the participant still working? Yes No




Employer Job Title

Address Occupation

City, State Salary






Benefits within 6 monthsYes No


Update Placement Report Scheduled Hours to: Effective: / /

Close/Terminate Placement Report / / Is the participant still working? Yes No



Reattachment / Additional Placement


New Placement


116

M. I.:

Case Start Date on File / Service begin date:Activity Start Date on File / Service begin date:

WeekEndDate: Activity:

Hours at start on File:

Outcome on file:Date on file:Case End Date on File:

Verified by (print): Signature: Date:

Employer on File:Wage on File: Date:

Date:

Subproj.:

Hours Total Kronos/Timesheet on File:

Subproj.:Activity:

Start Date on File:

SSN: Case ID:Last Name: Program Operator ID:First Name: Office:

Activity:End Date on File:Start Date on File:End Date on File:

Base Record - Individual Basic Information Case Information

Incorrect CWDS Case Start Date:

Case Start

Referral problem/error caused incorrect Case Start Date in CWDS

Other Explanation:

Incorrect CWDS Core Activity Start Date:

Incorrect CWDS Activity Start Date:

Service Authorization

Other Explanation:

Incorrect CWDS Activity End Date:

Incorrect CWDS Subproject Start Date:

Incorrect CWDS Subproject End Date:

Data entry error in CWDS (cannot be corrected)

Incorrect CWDS Employer:

Placement Report

Other Explanation:

Incorrect CWDS Wage:

Incorrect CWDS Employment Hours at start:

Other Incorrect CWDS Placement Report Item:


Other Incorrect Enrollment Item in CWDS:

Other Incorrect Serv. Auth. Item in CWDS:

Case End

Other Explanation:

Other Incorrect Case End Item in CWDS:

Incorrect CWDS Case End Date:

Incorrect CWDS Retention Outcome:

Incorrect CWDS Retention Met/Not Met Date:

Met Not Met


Met Not Met

Hours in Kronos/Timesheet. CWDS Case not available. Hours not in CWDS

Activity Service Authorization - Attendance Form not reconcilable

Hours in Kronos/Timesheet. CWDS Activity not available. Hours not in CWDS

Hours in Kronos/Timesheet. CWDS Activity not available. Hours added into other open CWDS Activity:

Other:


Attachment 8

117

Please attach appropriate verification for each Excused Absence. ELM20140507

ATTENDANCE FORM PROGRAM: TANF EARN SYSTEM PROVIDER: CUSTOMER NAME: SSN (Last four digits only): ___ District: LUNCH SCHEDULED from: __________ to ___________ (Exclude lunch from daily hour count) WORKSITE NAME (CS only): _______________ __

Date Activities Time In Time out Hours Core

Activity Hours Other

Activity Sunday Activity 1:

In Out

Activity 2: In Out

Monday Activity 1:

In Out

Activity 2: In Out

Tuesday Activity 1:

In Out

Activity 2: In Out

Wednesday Activity 1:

In Out

Activity 2: In Out

Thursday Activity 1:

In Out

Activity 2: In Out

Friday Activity 1:

In Out

Activity 2: In Out

Saturday Activity 1:

In Out

Activity 2: In Out

Total Core Total Other

I have reviewed this form with my case manager and agree that it accurately accounts for my attendance for this week.

Participant Signature Date Case Manager/Supervisor Signature Date

Attachment 10

119

Rev. 5/7/14

120

Job Referral Form

Name of Job Applicant: Date: Employment Advisor: Employer Representative:

Company Name: Address: Contact Name: Contact Phone Number:

Interview Date: Interview Time: Position applying for: ______________________________________________________ ___ Application ___ Interview ___ 2nd Interview ___ Testing

Travel Directions: Special Instructions:

Post Interview Application/Interview/Testing Outcome: _______________________________________________________________________ I understand that the above appointment has been schedule for possible hiring and it is my responsibility to keep this appointment at the specific date and time. Client Signature: _________________________ Date: _________________ I confirm that the above appointment has been scheduled for potential placement. Staff Signature: __________________________ Date: _________________

Attachment 11

Employment Refusal Policy

DPW Good Cause for Refusing Employment

Employment Refusal Policy

The purpose of this policy establishes a procedure for EARN Centers and the CAO to follow when a customer refuses accept employment, or otherwise undermines opportunities for employment. Customer refusal of employment may be demonstrated by not accepting a job offer, or by not reporting for an offered position. This does not include absences from work that may occur after hiring.

Matching customers to jobs that are an appropriate fit for their employment profile should yield a higher number of placements and give customers greater job satisfaction. However, placement opportunities may be limited given what is currently available and a jobseeker’s work history, education, skills, and interests. In those instances, you may have a customer who will refuse a job offer or never report to the place of employment after accepting the offer. In those instances, the following procedure will require team action by the employment advisor, employer representative, and CAO co-located worker to document the incidents and determine the appropriate action. All documents and forms related to Job referral and employment refusal are located in the Attachments.

Procedure:

1. The employment advisor obtains a copy of each Job Referral Form signed by the customer. This form is given to customers whenever a job interview is arranged. It provides information on the location, date, and time of the interview that the customer is required to attend. The employment advisor or employer representative enters the post interview information on the outcome. There should be one Job Referral Form for each scheduled interview.

2. The employment advisor must provide case notes that document at least two incidents of employment refusal. Case notes should also reflect that there was an immediate attempt to coach the customer towards resolution of the issues if good cause for refusal is not granted according to the Employment Refusal Good Cause Policy.

3. After the first incident the employment advisor must submit to the CAO co-located worker (1) copies of the signed Job Referral Form; (2) case notes that document the incident related to employment refusal and; (3) the Refusal of Employment Warning Notice.

4. Upon receipt of the above documentation, the CAO co-located worker must contact the customer to discuss the potential for termination from the EARN program and CAO action. The EARN staff will continue to work with the customer by providing job leads, other work related activities, and assistance with supportive services, as needed.

5. In the event of a second incident that is not granted good cause, the customer will be terminated from the EARN center. The employment advisor will notify the CAO co-located worker of the termination and submit a copy of the second signed Job Referral Form; (2) case notes that document the incident related to employment refusal and; (3) the Refusal of Employment Final Notice.

Attachment 12

121

DPW Good Cause for Refusing Employment The Department of Public Welfare provides the following reasons for what constitutes good cause when a participant refuses employment. The TANF Program case manager will review this same list of circumstances to document whether there may be cause to excuse the action. Provide the CAO co-located worker with case notes of the incident and other documentation to substantiate the claim. The participant cannot be terminated from the TANF Program if any of these reasons were the cause for refusing employment. Reasons for Refusing Employment: (1) The job was beyond the capacity of the individual. (2) The individual reasonably attempted and is unable to secure or to maintain transportation. (3) The individual reasonably attempted and cannot secure or maintain appropriate child care, as defined in § 165.2 (relating to definitions), or appropriate adult care for an incapacitated adult living in the same home, within a reasonable distance from the individual's home, as defined in § 165.2. (4) The working conditions are substandard; that is, the place of employment is not free of recognized hazards that are causing or are likely to cause death or serious physical harm, or the wages paid are below the minimum wage if applicable for that type of employment or are below the prevailing wage normally paid in the community for that specific kind of employment. (5) The individual establishes a basis for a claim of discrimination by an employer or fellow employees based on age, race, sex, color, handicap, religious beliefs, national origin or political beliefs or other unlawful discrimination. (6) The individual leaves a job in connection with patterns of employment in which workers frequently move from one employer to another, such as migrant farm labor, construction work or temporary work through an agency. Even though employment at the new site has not actually started, leaving the previous employment shall be considered good cause if it is part of the pattern of that type of employment. (7) Personal illness or illness of another household or family member. (8) A personal emergency. (9) The individual ends a sporadic work relationship that does not hold a reasonable possibility for permanent, full-time work to participate in an approved RESET activity or to accept full-time employment. (10) A job offer is rejected because it will result in a net loss of cash income to the budget group of the RESET participant. Net loss of cash income results if the budget group's gross income less actual work-related expenses plus a cash assistance payment for which the budget group remains eligible is less than the cash assistance previously received. The actual work-related expenses include mandatory payroll deductions as well as the actual cost of the child care, cost of care of an incapacitated individual living in the same home and transportation. (11) The location of a job is more than 2 hours round-trip by reasonably available public or private transportation from the individual's residence.

122

Refusal of Employment Warning Notice

Refusal of Employment Final Notice

Refusal of Employment: Warning Notice

Dear (Mr. /Ms.):

This letter is in reference to your refusal to accept employment as indicated below:

Failure to accept a job offer from: _______________________________________

Failure to report to work on the first day: _________________________________

Employer: ______________________________________________________

When you enrolled at the EARN Center, you stated that one of your goals was to obtain employment. However, your cooperation is necessary as we make every attempt to assist you in this process. Please let your employment advisor know of any problems that might prevent you from accepting employment, including but not limited to: child care, transportation, health or family problems. Employment refusal may lead to termination.

Your signature below indicates that you have read the above information and you are aware of your responsibilities relating to this matter.

________________________________________ Customer Signature and Date _________________________________________ Staff Signature and Date

Attachment 13

123

Refusal of Employment: Final Notice

Dear (Mr./Ms.)

Our records indicate that you refused employment as indicated below:

Failure to accept a job offer from: _______________________________________

Failure to report to work on the first day: _________________________________

Employer: ______________________________________________________

You were previously advised that refusing employment is not in agreement with the goals of this program. According to your Agreement of Mutual Responsibility and County Assistance Office guidelines, failure to accept a job offer or report to work is grounds for action by the Department of Public Welfare.

Next steps will be determined. If you are terminated from the EARN Center for refusing employment, you will receive a termination notice.

_________________________________________ Staff Signature and Date

124

BEVASM Rev. 12/06 1

My Self Assessment Name

Customer Identification #

Address

Birth Date Phone # Cell Home Message

Signature: Date:

My Family How many people are living in your household? _______ How many are children? ______ Check which of the following describes your household. Two Parent Single Parent Teen Parent Are you responsible for caring for a disabled person on a daily basis? Yes No Who in your household would encourage your working? Who in your household would discourage your working? Other than people in your household, what other people would encourage your working? What help do you think you could get from family and friends?

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BEVASM Rev. 12/06 2

My Family’s Health Do you have any medical problems? Yes No If yes, are you under a doctor’s care for these problems? Yes No Would any of these problems affect your working? Yes No If yes, which ones would be a problem? Does anyone in your household have any medical problems? Yes No If yes, what are the problems? Would any of these problems affect your working? Yes No If yes, which ones would be a problem?

126

BEVASM Rev. 12/06 3

My Childcare Provider

Please complete the following in order for us to help you reach your goal of employment:

Child’s Name: Age:

In School: Yes No

Name of School:

Primary Child Care Provider/Hours:

Alternate Child Care Provider/Hours:


In School: Yes No

Name of School:




In School: Yes No

Name of School:




In School: Yes No

Name of School:




In School: Yes No

Name of School:



127

BEVASM Rev. 12/06 4

My Education Circle highest grade completed: 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16+ Do you have a high school diploma? Yes No Do you have a GED? Yes No What other schooling or training have you had since high school? Community college Four year college Military

Job Corps Trade school Other ___________________________

Are you currently in school or training? Yes No Did you get extra help in school? Yes No If yes, what kind of help? ___________________________________________________ Do you have any certificates of training or occupational license? (Such as C.N.A., Cosmetologist, Contractor) Yes No If yes, what kind(s): ____________________________________________________ When did you receive the certificate or license? _________________________________

128

BEVASM Rev. 12/06 5

My Employment Describe your last four paid jobs. Job Title: Length of time in job: Full-Time

Part-Time Describe what you did:

Did you get any raises or promotions? Yes No Reason for Leaving:

What would this employer say about you if asked for a reference? Job Title: Length of time in job: Full-Time

Part-Time Describe what you did. Did you get any raises or promotions? Yes No Reason for Leaving:


Part-Time Describe what you did.



Part-Time

129

BEVASM Rev. 12/06 6

Describe what you did.


What would this employer say about you if asked for a reference?

More Work Experience What jobs have you done from time to time to make extra money? What work have you done without pay to help in your church, kids’ school or community? What jobs have you done without pay to help family, friends, or others? What did you like most about working? What did you not like about working?

130

BEVASM Rev. 12/06 7

Things I don’t like… What I don’t like about my life. Check all that apply to your life now.

where I live

what I can buy for myself

what I can buy for my children

the car I have now

not having a car

having to use public assistance

people looking down on me

having others controlling my life

depending on friends and relatives

where I have to shop

not being able to go on a nice vacation

not being able to help the people who have helped me Other stuff __________________________

Things I would like…

What I would like to have in my life. Check all the goals you want for yourself. better place to live

buy things for myself

buy things for my children

get a car

spend my money the way I want to

more independence from relatives and friends

nice furniture

take a trip by myself

take my children on a vacation

help some of the people who have helped me

Other goals: ________________________

Other goals: ________________________

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BEVASM Rev. 12/06 8

My Strengths… Check all the strengths you have.

I have worked I do or have done volunteer work at school, church, or in my community I have helped friends, family and neighbors I have someone to watch my children while I look for work I finished high school or got my GED I am enrolled in school or trainings I have or can get a ride to look for work I have worked for myself I make a good employee I have been able to keep myself and my children safe

My children are in school or day care My family is in good health I know people who can help me find work I am active in my church, kids’ school, community I have overcome problems I have good references from past jobs or people in my community My family and friends will encourage me My family is supportive of my working I have taken college classes

Other Strengths ________________________________________________

Another Strength _______________________________________________

One More Strength! _____________________________________________

“I am Awesome!”

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BEVASM Rev. 12/06 9

Problems I have to solve… Problems you have to solve. Check all the problems you have to work on in order to reach your goals. (Include yourself and family) Drug and alcohol abuse

An abusive or unsafe situation

Unstable housing

Depression or emotional problems Lack of work experience

Bad work record

Fear of partner or household member

Health problems

Child care

Transportation

Trouble with reading or math

Lack of education

Criminal record or other legal problems

Other _________________________

Other _________________________

Help that I need… What help do you need. What can we do to help you work toward your goals? During the last 12 months: ♦ Have you purchased food from the SHARE Food Program? Yes No ♦ Have you received free food from a pantry, shelter or organization? Yes No ♦ Have you worried that your family's food would run out before you were

able to buy more? Yes No ♦ Have you run out of food and not had money to get more? Yes No

Check all that apply. Child care assistance

Transportation assistance

How to look for work

Education and/or training

Getting child support

Help with relationship skills

Other: _____________________

Help with drug or alcohol abuse

Counseling or help with stress management

Help to leave an abusive situation

Help with stable housing

Encouragement

Help with my children’s problems

Other: ____________________________

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BEVASM Rev. 12/06 10

I am or have worked with… Are you or anyone in your family working with other agencies now or in the past? Yes No If yes, check all that apply: Child Welfare (formerly SCF)

Corrections/Parole & Probation

Disability Services

Division of Child Support

Domestic Violence Services

Drug or Alcohol Services

Employment Department

Head-Start or Healthy-Start

Juvenile Court

Legal Aid

Other:

Mental Health Services

One-Stop or Career Centers

Senior Services

Social Security (SSI/SSD/SSB)

Support Groups

Vocational Rehabilitation

WIA/Private Industry Council

WIC

Worker’s Compensation (SAIF)

Family Supports and Connections

Other:

This agency will not discriminate against anyone. This means we will help all who qualify. We will not deny help to anyone based on age, race, color, national origin, sex, sexual orientation, religion, political beliefs or disability. You can file a complaint if you think that you have been discriminated for any of these reasons.

“Equal Opportunity is the Law”

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135

MY PERSONAL GOALS AND ACTION PLAN

My Name: Carla Johnson Employment Advisor: Shirley Hall Case Manager Phone #: 215-557-2920 TANF Program: ABC EARN Center Fax #: 215-557-0330 TANF Program Address: 1601 North Broad Street, Room 100 My goal is to get a job working 30 hours of weekly and attend activities that will help me achieve a better life for me and my family. Activity Hours per

Week Location & Contact Information

Job Search

20

ABC EARN Center

Begin Date: Projected End Date: February 9, 2014 March 12, 2014 Activity Hours per


GED

10

Community Learning Center

Begin Date: Projected End Date: February 12, 2014 TBD Activity Hours per


Begin Date: Projected End Date: Signature Statement I commit to do the activities and hours listed in my plan. I will also work with my case manager to update my plan and to work through any problems that arise. Carla Johnson February 8, 2014 My Signature Date SH________ Employment Advisor Initials

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MY PERSONAL GOALS AND ACTION PLAN Name Carla Johnson Goal Get my GED and work

Action Steps When I Will Get This Done

Check When Done

Get help with reading and start GED classes 2/12 Look for work 2/12

Who Can Help Me

Name Help They Can Give Contact Date Nana Watch the kids 2/8 Zelma Give me a ride to classes 2/8

BEVASM Rev. 12/06

WORKSHEETS & EXERCISES FROM DR. FORD’S CASE MANAGEMENT TRAINING & MANUAL

Group Leader’s Guide to Strengths Exercises

________________________________________________________________ Finding My Strengths______________________________________________ Steps to follow for the FINDING MY STRENGTHS exercise:

1. Ask participants to complete the FINDING MY STRENGTHS checklist. Ask them to check all

the strengths they have. Walk around the room to encourage people not to overlook

something. If you are aware of something they did not check, point out that strength.

2. Tell participants they are now going to pretend they are a product being advertised on

television. They are to do a commercial advertising themselves. You can have them begin

their commercial with “I AM AWESOME.” Ask each participant to then stand up and read her

strengths list. Give each person an “I AM AWESOME” name-tag when finished.

3. Discuss how they felt talking about their strengths. Ask each person what he learned

about himself as a result of the exercise.

________________________________________________________________ Strengths for Job Search___________________________________________ Steps to follow for the STRENGTHS FOR JOB SEARCH exercise:

1. Ask a group member to hand out STRENGTHS FOR JOB SEARCH. Ask participants to

check all the strengths they have to look for work. Read each item aloud and give

examples. Allow 10 minutes for them to complete the checklist.

2. Have them talk about why this is a strength.

Example: Who do you have to watch the children? Have you talked to these people about

this? What kind of support will you get from family and friends? Who do you know who

can give you job leads?

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3. Write participants responses on the flip chart. Thank people for their participation. Repeat

the process until you have a list of participant strengths. Congratulate them on all the

strengths they have.

4. Ask them to talk about how they can use these strengths to look for work.

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Group Leader’s Guide to Strengths Exercises (continued) ________________________________________________________________ Strengths for Getting Hired_________________________________________

Steps to follow for the STRENGTHS FOR GETTING HIRED exercise:

1. Ask a group member to hand out STRENGTHS FOR GETTING HIRED. Tell the group that this exercise will help

them identify all the good things about themselves that will interest employers in hiring them. Ask them to

check all the strengths that apply to them. Read the list out loud. Give them examples to help them think.

2. Go around the group and have each person talk about what they checked. Have each person stand and say: “I

can get hired because I ________.” Have the group applaud each person.

3. Congratulate group members for all then strengths they have. Tell them they will learn how to sell these

strengths on a resume, applications, and in job interviews.

________________________________________________________________ Strengths for Keeping a Job________________________________________

Steps to follow the STRENGTHS FOR KEEPING A JOB exercise:

1. Ask a group member to hand out STRENGTHS FOR KEEPING A JOB. Tell the group that this exercise will help

them identify all of the strengths they have for keeping their new job. Ask them to check all that apply to them.

Read the list out loud. Give them examples to help them think.

2. Go around the group and have each person talk about what they have checked. Have them stand and say: “I

will be able to keep my job because I _________.” Have the group applaud each person.

3. Congratulate group members for all the strengths they have for keeping a job. Tell them they will learn how to

build on these strengths so they can keep their job and continue working toward their goals.

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Finding My Strengths

Name __________________________________________________ Check all the strengths you have for making change: ______ I have worked before. ______ I am doing or have done volunteer work at school, church, or in my community. ______ I am now helping or have helped friends, family, and neighbors. ______ I have someone to watch my children while I look for work. ______ I have a stable place to live. ______ I finished high school or my GED. ______ I am enrolled in school or training. ______ I have or can get a ride to look for work. ______ I have worked for myself to make extra money. ______ My children are in school or day care. ______ I am in good health. ______ My children are in good health. ______ I know people who could help me find work. ______ When faced with a problem, I can usually find ways to solve it. ______ I have overcome difficult personal problems. ______ I have good references from past jobs or people in my community. ______ My family and friends will encourage me. ______ My boyfriend/spouse/partner is supportive of my goals. ______ I have set goals for my family and myself. ______ I do something to work on my goals every day. ______ Other _________________________________________________________

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Strengths for Job Search

Name __________________________________________________ Check all the following that are strengths you have to look for a job: ______ I have someone to watch my children while I look for work. ______ I have support from family and friends. ______ I know about job openings I could qualify for. ______ I know people who can give me job leads. ______ I have my own car or access to a car to look for work. ______ I have suitable clothing to look for work. ______ I know how to complete an application that will get me an interview. ______ I know how to sell myself in an interview. ______ I know how to follow up after an application or interview. ______ I have a resume that sells my skills and work experience. ______ Other __________________________________________________________

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Barriers to Getting Hired

Name __________________________________________________ Please check any of the following that you think would make an employer reluctant to hire you: ______ Have had several short-term jobs ______ Fired from pervious jobs ______ Bad reference from previous employer ______ Convicted of a crime. ______ Arrested for a crime ______ Have served time in jail ______ Currently on parole or probation ______ Outstanding warrants or tickets ______ Have not completed high school/no GED ______ Do not speak English very well ______ Have trouble reading ______ Have trouble with math ______ Would have difficulty passing a drug test ______ Had a drug or alcohol problem in the past ______ Have a drug or alcohol problem now ______ Been treated for emotional problems ______ Health problems that would interfere with work ______ Other _______________________________________________________

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I AM AWESOME! ________________________________________________________________ Overview________________________________________________________ This series of exercises is designed to help participants explore successes they have had and identify the strengths they have now that can make change possible. These are helpful for building participants’ self-esteem. These are five exercises you can use at various stages of the process.

1. My Success Story enables participants to identify their successes and to focus on what they did to make those successes happen.

2. Finding My Strengths can be used as a beginning exercise to get participants started thinking about all the strengths they are bringing with them to the change process.

3. Strengths for Job Search focuses participants specifically on the strengths they have to offer employers in response to the question: Why Should I Hire You?

4. Strengths for Getting Hired encourages participants to explore what they have to offer employers in response to the question: Why Should I Hire You?

5. Strengths for Job Retention helps participants examine the strengths they have for keeping a job.

People often overlook strengths they have. Often they take their strengths for granted or don’t see them as much. Here are some suggestions for helping participants probe for the strengths they have:

√ Ask about strengths they may have overlooked that you may be aware of. Example: You forgot to check a stable place. I know you live with your sister.

√ Ask what they did to make this a strength. Example: What do you do to make sure your kids are in good health? How did you get someone to watch your kids?

√ Have participants say their strengths out loud so they can hear themselves. In group sessions ask participants to say, “I Am Awesome” and then name their strengths.

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My Success Story ________________________________________________________________ Overview________________________________________________________ This exercise provides participants with an opportunity to talk about their accomplishments both large and small and to receive praise from others. You can help build self-esteem by encouraging participants to talk about the successes in their lives. Use Success Stories in ongoing group meetings to have participants share new successes as they occur. Steps to follow:

1. Group Leader says: We are going to share some of our successes with each other. Tell us about something you have done that you feel good about. Some examples: finding a new apartment, passing a test, handling a family problem, etc. Your success does not have to be big. It can be a small one. Then write down what you did to make this happen. Do not focus on what other people did to help. Right now we want to just talk about what you did to make it happen.

2. Allow 5-6 minutes for participants to write their stories. Use the form on the next page. 3. The Group Leader should walk around the room and encourage each person to write a

story. Praise their efforts. The Leader asks each person to share one story. 4. When the participants describe what they did to make the success happen have them make I

statements. Examples: I got my brother to help me move. I kept the appointment.

5. Praise each participant’s contribution. Remind them that they already have some accomplishments. They can use these successes to build new ones.

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My Success Story

Name ____________________________________ Date _________________ Describe a recent success you had. It can be a big or a small success. You can tell me about solving a problem, moving to a new place, starting school, something you made or any other success you can think of. ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ What did you do to make this success happen? I________________________________________________________________ I________________________________________________________________ I________________________________________________________________ I________________________________________________________________ I________________________________________________________________ I________________________________________________________________ I________________________________________________________________

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Planning My Time

________________________________________________________________ Overview________________________________________________________ This exercise can help you teach participants how to reorganize and reprioritize their time in preparation for work. Group Leader’s Guide Below are suggested steps for the group leader.

1. Introduce the exercise by saying: We are going to look at what you will need to do to rearrange your time schedule so you can get to work every day on time.

2. Give participants the TIME SCHEDULE. Ask them to pick a typical day and write under the heading LIFE NOW what they usually do during each time period. Allow 15 minutes for this task. Note: You can have them do this as a homework assignment.

3. When they have completed their time schedule, have them compare what they have been doing with the anticipated time schedule for their new job.

4. Ask participants to partner with someone to work on what they will have to rearrange in order to get to work every day on time. Ask them to help each other rearrange tasks they are now doing so they can meet the new work schedule. Allow 20 minutes for this activity. Walk around the room to see how people are doing. Ask questions that will help them do the problem solving.

5. Have each pair report to the group how they were able to recognize and reprioritize their time. The group should applaud each pair.

6. You may want to give each pair a small prize.

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Time Schedule TIME SLOT LIFE NOW WORK SCHEDULE 6:00-7:00 AM

7:00-8:00

Work Starts at 8:00 AM

8:00-9:00

9:00-10:00

10:00-11:00

11:00-12:00

12:00-1:00 PM

Lunch: 12:00-1:00 PM

1:00-2:00

2:00-3:00

3:00-4:00

4:00-5:00

5:00-6:00

Work Ends: 5:00 PM

6:00-7:00

7:00-8:00

8:00-9:00

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The Tragedy Calendar ________________________________________________________________ Overview________________________________________________________ The Tragedy Calendar exercise can help participants plan for both the anticipated and unexpected events that may occur when they begin working. Group Leader’s Guide Below are suggested steps for the group leader:

1. Ask a group member to hand out the TRAGEDY CALENDAR. Tell the participants that this exercise will help them plan for emergencies that can keep them from getting to work every day.

2. Ask participants to look at the calendar and imagine that these events happened to them during their first month of work. Read each item on the calendar. The doctor’s appointment on Tuesday of Week 1 and the teacher’s appointment on Monday of Week 2 were already scheduled. The other events were unexpected.

3. Ask the group what they think might happen if they missed all of these days of work during the first month.

4. Ask the group this discussion question: “If you could persuade your boss to let you take one day off during this first month, what day would you choose?” Have each person circle her choice on the calendar. Allow some time for group members to discuss their choices. There are no right or wrong answers. You can have participants’ role-play the supervisor and the employee.

5. After participants have chosen their day off, say: “Now that you have chosen your one day off, think about what you would say to your boss to request this day off.” Have the group discuss when they should notify their supervisor, whether they have to take the whole day off, and what they should say. You can have participants’ role-play the supervisor and the employee.

6. Have participants partner with another person and use the POCS process to figure out how to handle one problem listed.

7. Have each pair report their problem solving process to the entire group. Have the group applaud each pair. The group can discuss what they learned from this exercise.

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Tragedy Calendar

Monday Tuesday Wednesday Thursday Friday WEEK ONE

Doctor’s

Appointment (SCHEDULED)

Child with

Chicken Pox

WEEK TWO Teacher’s

Conference (SCHEDULED)

Plumber

WEEK THREE

Child Support

Hearing

Uncle’s Funeral

WEEK FOUR

Headache

Ride No Show

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WELCOME CALL SCRIPTS

Scenario One: Positive Response TANF Program Representative:

Hello, may I please speak with (Customer Name)?

Customer: (Response)

TANF Program Representative:

Hello, My name is (Name), and I am calling from the (TANF Program Name). I see that you set up an appointment with your CDU worker to start our program on (Day, Date, Time) and we are really looking forward to working with you. Do you think that you are going to be able to make this appointment?

Customer: ( Positive Response)


That’s great! We are very excited to meet you and we are looking forward to working with you. Do you think you’ll have any problems getting to this appointment: Childcare? Transportation? Directions?



What plans have you made to take care of _________? Who can help you?



(Allow the customer to offer solutions. You can provide additional support. For example, if she gets a ride to the program, you can assist with transportation home.)


Well, please keep in mind that if you have any other concerns or issues that arise before this meeting, contact me at anytime between (List days/hours of availability). Can I give you my phone number just in case something comes up?



(Give your name, direct phone number and the programs general phone number). If you use text messaging or email for work, you may offer that too as a way to communicate.


Ok, can I ask you one last question before I let you go? Are you currently registered at any vocational school or college? If so, can you please bring documentation that confirms your registration when you come for your appointment?



It looks like we are all set for your appointment on (Day, Date, Time). Again, don’t hesitate to contact me if you have any concerns before your appointment, and everyone here is excited to meet you. See you then!

Scenario Two: Negative Response TANF Program Representative:

Hello, may I please speak with (Customer Name)?

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My name is (Name), and I am calling from the (TANF Program Name). I see that you set up an appointment with your CDU worker to attend the TANF Program on (Day, Date, Time) and we’re looking forward to working with you. Do you think that you are going to be able to make this appointment?

Customer: (Negative response)


Is there a reason in particular that you won’t be able to come? Perhaps we can work together to come-up with a solution.


(Express understanding and work with customer to address the issue.) I understand, that is a difficult situation, so let’s see what we can do together to get you here so you don’t miss out on this exciting opportunity. (Discuss the situation and allow the customer to look for solutions.)



(If issue is resolved, make sure that it is the customer’s plan and the customer feels comfortable with the arrangement). Do you feel comfortable with this plan? Do you foresee any other issues arising before your appointment?



Well, please keep in mind that if you have any other concerns or issues that arise before this meeting, contact me at anytime between (List days/hours of availability). Can I give you my phone number just in case something comes up?



(Give your name, direct phone number and the programs general phone number). If you use text messaging or email for work, you may offer that too as a way to communicate.


Ok, can I ask you one last question before I let you go? Are you currently registered at any vocational school or college? If so, can you please bring documentation that confirms your registration when you come to the TANF Program for your appointment?



It looks like we are all set for your appointment on (Day, Date, Time). Again, don’t hesitate to contact me if you have any concerns before your appointment, and everyone here is excited to meet you. See you then!

151

THE DEPARTMENT OF PUBLIC WELFARE

PA WORKWEAR

(CLOTHING AGENCY USE ONLY)

Check if entered into data base

No Show:

Agency/Client called Date

Letter sent

Date

CLIENT REFERRAL FORM -

Clients must be instructed to arrive on time and alone or they will not be suited. NO CHILDREN OR VISITORS ALLOWED.

COMPLETED BY REFERRING AGENCY Referral Date: _

Program/Agency: Contact Name: Telephone: EXT Contact Email:

Appointment Date and Time: _______________________________

Client Name: Telephone: ( ) Address: Apt #: City: Zip:

Email Address: _______

PAWW CONTACT INFO IN THIS SPACE:

Attachment 15

152

SPECIAL ALLOWANCE VERIFICATION FORM

Participants in Department of Public Welfare’s Employment and Training Program may request an allowance to help them participate in work and work related activities if: • The item or service requested is REQUIRED by an employer, school or training provider to enable work or

participation; • Participation would not be possible without the item or service requested; • The Item or service is not provided by the employer, school or training provider Providing assistance only when it is required to enable work participation helps DPW make the best use of public funds. As an employer, educator or training provider, you are being asked to complete this form to verify that the item(s) or service(s) indicated are required by the individual below in order work for you or participate in your program. If the items or services requested will not affect the individual’s ability to work or participate in school or training, please indicate so. Please direct any questions about this form to: ______________________________________________________ IMCW or Contracted Vendor case manager name and phone Individual must have your verification and return the form by this date to be considered for the allowance:

_____________________________________________________________

Name: _________________________________________________________ Employer/School/Training Provider: ________________________________________________________

Address/Phone :_______________________________________________________________________ Name, Title & Phone of Person Completing Form: ____________________________________________ The following item(s) or service(s) have been requested to support employment with your business or participation in your school or training program: • Does your place of business/school/training site require the item(s) or service(s) listed above to enable the

employee/student/ participant to attend work, school or training? YES ____ NO ____ Comments:

• Does your place of business/school/training site provide the item(s) or service(s) at no cost to employee/student/ participant? YES ___ NO ____ If YES, what is the time period covered by the payment/service? ________________________________

Comments:

Attachment 16

153

• Is the item or service indicated above provided by employer or training provider – but payment is required by the

employee or participant? YES ____ NO ____ If YES, what is the amount that the employee/student/participant must pay? $ __________

Comments:

• Do you have any other comments that can assist DPW in determining if the item(s) or service(s) above are

required for the individual to work or attend school or the training activity?

154

155

DPW Performance Payment Submission Process To obtain the listing of cases meeting the performance payment benchmarks, providers must access the CWDS Job Placement, Retention, or Increased Hours Reports (the official record of clients’ employment and the terms of the employment. To access the report, go to CWDS, click on Reports, enter your Username and Password & click Log-In, once log-in is complete, click on Document List, Public Folders, DPW, Program Management. The Job Placement Report (RPT172), Job Retention Report (RPT173), and Increased Hours (RPT180) are located on the second page. Right click on the Report and choose View Latest Instance. The Report will then be displayed. Payment documentation for all hours reported on the CWDS Job Placement, Retention, and Increased Hours Reports must be provided via Swish. Payment documentation must be uploaded to Swish, in the appropriate folder, no later than COB the 7th of each month (unless otherwise noted) for participants listed on the previously identified CWDS Job Placement, Job Retention, and Increased Hours Reports. Note: The documentation for the Increased Hours Goal will be uploaded with the Retention documentation and placed in the Retention folder. Placement Clients must attain Unsubsidized Employment (AC33), working a minimum of 80 hours in a four consecutive week period. The four week period must begin within the 180 days of the enrollment date.

The following payment documentation must be provided & will be reviewed for placement:

• Verification that client: was employed within 180 days of enrollment, worked 80 hours within a 4 consecutive week period that began within 180 days of enrollment, continued employment if they did not work or documentation is not provided for the 4th consecutive week:

o Pay-stubs / Wage Documentation; o EVF or Letter from Employer; Work Number Screen Prints

• Commonwealth Workforce Development System (CWDS) Error Screens (if applicable); and • CWDS Hotline Ticket # Documentation (if applicable).

Required definition and documentation to be determined and used in an operations memo

Attachment 17

156

Retention

FY 13-14 Employed Carryovers

Clients must be employed at least 26 weeks out of 36 weeks and work a minimum of 520 hours during the time of employment. The retention period begins the week that the Unsubsidized Employment (AC 33) or On the Job Training (AC 22) code is opened in CWDS.

FY 13-14 Not Employed Carryovers and New Clients must attain Unsubsidized Employment (AC33) and be employed at least 80 hours for four consecutive weeks. Retention can last up to 12 consecutive months following the placement month.

When job retention is met, documentation is required in the customer’s case file. Once the customer meets retention, Providers should enter a termination code 1 or 8 into CWDS and dismiss the customer in ETO.

It is critical that providers make sure their employment advisors are checking in frequently with customers (following the minimum contact required in the Scope of Services) to provide retention services and find out whether their customers are still employed.

As soon as a provider learns of a customer’s job loss, they must immediately re-engage the customer in appropriate activities based on the participants’ weekly requirement.

It is critical that providers conduct all the data entry described above, particularly the closing of the employment activity and opening of the new countable activities, in a timely fashion so that discrepancies do not arise among Kronos, CWDS, ETO and Touchpoint case notes.

Data that is not entered into Kronos, ETO or CWDS by the designated timelines will not be considered for performance or payment. Required definition and documentation to be determined and used in an operations memo Increased Hours Worked (IHW) Clients must maintain unsubsidized employment and be working 100 hours per month in any of the 12 consecutive months that retention is met. Required definition and documentation to be determined and used in an operations memo Activity Compliance Rate (ACR) Clients enrolled must be in a core activity that meets their Work Participation Requirement. Required definition and documentation to be determined and used in an operations memo

157

Retention and Increased Hours Worked The following payment documentation must be provided & will be reviewed for retention & increased hours. Retention Verification:

• First day worked is within 10 weeks of the end of the placement period, employment lasted for at least 26 weeks, and at least 520 hours were worked within their employment.

Increased Hours Verification:

• Must be working 30 hours the week that they met both standards for retention; 520 hours of employment and at least 26 weeks of employment but before exceeding 36 weeks since the start of employment

• Pay-stubs / Wage Documentation; • EVF or Letter from Employer; Work Number Screen Prints • Commonwealth Workforce Development System (CWDS) Error Screens (if applicable); and • CWDS Hotline Ticket # Documentation (if applicable). Philadelphia Works will send the list out on or about the 1st of each month. The listing can also be accessed in CWDS. Activity Compliance Rate (ACR) Specifics have not yet been determined by DPW The activity compliance rate is determined by the number of customers that met the federal participation rate divided by the number of customers enrolled in a federal month.

Test of Adult Basic Education (TABE)

The Test of Adult Basic Education (TABE) is designed to measure achievement of basic skills commonly learned in grades 1-12. For EARN customers, administration of TABE is generally reserved for when test scores are required by a training provider as part of their eligibility requirements.

The basic TABE content areas of reading (tests students’ abilities to read real-life and work-related materials, as well as academic content), language (tests students’ language skills in areas typically encountered in job or other real-life settings, and mathematics (consist of two separate tests, Mathematics Computation and Applied Mathematics measure a wide range of skills from simple concepts through upper high school-level mathematics are evaluated). The test content stresses the integration and application of specific skills in a context meaningful to adults. To ensure that the assessment is engaging, interesting, and relevant, test questions focus on items encountered in daily life, such as paychecks, bills, and advertisements. The test comes in five levels – Limited Literacy, Easy, Medium, Difficult and Advanced. The Locator Test allows administrators to diagnose an initial skill level for test-takers. The TABE 9/10 survey version is currently recommended, it provides a skills snapshot for placement information or when testing time is limited.

The Importance of Preparing Your Customers for TABE

Testing is an important resource for preparing your customers to reach their employment and training goals. Prior to any testing, it is critical that your customers are made aware of the importance of scoring well. They should be told how test scores are used by your center and what minimal scores are required in order to participate in training options. Customers should be told in advance (no less than one-day notice) about any upcoming tests and what they can do to prepare including getting the proper rest, nutrition and studying.

Test Environment

TANF Programs are responsible for providing a professional testing environment. The room should be comfortable in terms of temperature, adequate seating and free of noise and distractions. If the test is administered using PC’s, be sure that all computer terminals are setup for login and are working properly. When using paper tests, the Center should supply pencils and scrap paper and have an adequate amount of test forms and booklets that are in good condition. The testing room should be conducive to a learning environment with a “Do Not Disturb” sign posted outside to limit interruptions.

Following the exam, each customer should receive a comprehensive review of their test performance and the options available based on their scores. The customer should also be given the opportunity to discuss the results with the instructor, facilitator or proctor.

Attachment 18

158

Attachment F

Employment Advancement and Retention Network (EARN)

Authorization for Release of Information

I hereby authorize and request the disclosure to the EARN service provider any information

concerning education and training activities and any additional information involving eligibility

for myself. As a client in EARN, I give permission to the EARN service provider to discuss my

case with other agencies as needed to further my participation in EARN. It is understood that

the information obtained will be used only for purposes directly related to the participation and

eligibility with the EARN service provider.

Staff Signature: Date:

Client Signature: Date

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Attachment 19

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