Oklahoma Employment Security Commission

Oklahoma Employment Security Commission “Good Cause” Procedures Review Profile Orientation (PO) Job Search Workshop (JSW) Reemployment and Eligibility Assessment (REA) Emergency Unemployment Compensation (EUC) Updated: 07/09/2013 Reemployment Services Division – Support and Compliance

Overview • Processes for PO, JSW, REA and EUC that remain the same: • Scheduling in Glink • Notifying UI of “no shows” • Providing appropriate services when claimant arrives for scheduled group • Entering services and notes in OJL • Changes begin with rescheduling: • Rescheduling is now a formal “on the books” process; must enter rescheduled dates in S&T Plan • Statements will be entered in TabE recording the reason for missing an appointment/rescheduling • UI will be notified via the “Good Cause” email box of all rescheduled dates for PO, JSW, REA and EUC

What happens when a claimant reschedules? • Ask the claimant why they cannot or did not attend the scheduled appointment. Get details and be specific; we must record this reason in TabE. • Enter an enrollment note in OJL stating the reason the claimant did not attend scheduled appointment. • Mark originally scheduled services as either “Failed to Report” or “Rescheduled” in OJL. (see slides 13 thru 18 for examples) • Find the EREA Requirements statement in TabE. Enter the group that was missed, the reason the claimant wishes to reschedule services, and the date of the newly scheduled appointment. Then click Update, No Issue because we are only noting the reason for non-attendance, not stopping the claim. • Update the Claim Record Card (CRC) in TabE. • Email the “Good Cause” email box.

Using TabE • TabE web address: • http://okclaims.oesc.state.ok.us/okcallcenter/userlogin.aspx • Your username and password are the same as GLink. • Once you log in to TabE, enter the claimant’s SSN in the appropriate field.

Using TabE • Select the correct Effective Date. • Remember: The correct Effective Date can be found in GLink on your list of scheduled claimants.

Using TabE • After choosing the correct Effective Date, select the Fact Finding Requiredbutton to view the Fact Finding Menu.

Using TabE • Click on the plus sign (+) next to EREA on the Fact Finding Menu to reveal the various statements. • Then click the “Requirements” link to reveal the EREA Requirements statement.

Using TabE • Enter the following information in the open text field of the EREA Requirements statement: • 1) The name and date of the group that was missed, 2) the claimant’s reason for rescheduling, and 3) the date of the newly scheduled appointment. Details are important! Include information such as dates, length of time unavailable, in/out of town, etc. Be specific! Remember: use this statement with ALL orientation groups.

Using TabE • Next, place a checkmark in the Add Contacts box and enter the following information: • Party Contacted – enter claimant’s name • Results – enter “obtained information” • Date and Time – enter date and time you enter the statement • Interviewer Name – enter your name • Click the Update, No Issue button. • And then, click the Return To Menu button.

Using TabE • Now you must update the Claim Record Card (CRC). • From the Additional Functions & Inquiry screen, click the CRC Inquiry button to update the CRC also known as the claim record log. Remember: select the correct claim effective date again.

Using TabE • Select “Yes” on the drop-down for the question “Do you want to add a form?”

Using TabE • Select “Other” on the drop-down for the question What type of form? and enter the words “claimant gave reason for non-attendance; (enter either PO, JSW, REA or EUC)” in the Remarks field. • Click the Enter Record button. The entered statement will now appear at the top of the Claim Record Log Inquiry. • Now you are finished with the TabE. Example Remark: claimant gave reason for non-attendance; REA.

“Good Cause” Email Box • After you enter the statement in TabE, you must email UI. • All emails go to goodcause@oesc.state.ok.us. • Must include the following in the Subject Line of the email: • The group the claimant has been rescheduled to attend i.e. PO, Job Search Workshop, REA or EUC • First and Last name • SSN • The body of the email should read: “took statement in TabE; claimant rescheduled for mm/dd/yy” • Send emails daily noting that you must send a separate email for each claimant. If a claimant is NOT registered in OJL, you must also include the statement “not registered in OJL” in the body of the “Good Cause” email.

Examples: Service & Training Plan TabE Fact Finding Statements

Service and Training (S&T) Plan These examples apply to all orientation programs: PO, JSW, REA and EUC.

Service and Training (S&T) Plan

TabE Fact Finding Statements Details are important! It is important to get as much information as possible when finding out why the claimant didn’t attend a scheduled group. Always ask the 5 W’s What? What? Where? Where? Why? When? Who? Who?

TabE Fact Finding Statements “Claimant did not receive letter” Incomplete Statement Complete Statement Claimant has been rescheduled because he didn’t get the original letter. • Claimant has been rescheduled because he didn’t get the original letter. • Have you moved? • Have you received your other mail? • How did you become aware that you were scheduled to report? • Have you been completing your work searches each week?

TabE Fact Finding Statements “Moved out of the area” Incomplete Statement Complete Statement Please release claim, claimant has moved and did not get letter. • Please release claim, claimant has moved and did not get letter. • When did you move? • What is your new address? • Why didn’t you notify the Commission before you moved?

TabE Fact Finding Statements “Claimant has returned to work” Incomplete Statement Complete Statement Claimant returned to work. • Claimant returned to work. • Where did you return to work? • When did you return to work? • Is the work full-time or part-time? • How many hours per week do you work?

TabE Fact Finding Statements “Job Interview” Incomplete Statement Complete Statement Claimant was not able to report for group due to job interview. • Claimant was not able to report for group due to job interview. • When was the job interview? • Where was the job interview? (Name of company and location) • What were the results? (Hired, Not Hired, Unknown) • Date and time of the next scheduled meeting.

TabE Fact Finding Statements “Daycare” Incomplete Statement Complete Statement Claimant has to reschedule. She has daycare issues and can’t find a sitter. • Claimant has to reschedule. She has daycare issues and can’t find a sitter. • How do you normally obtain daycare while looking for work? • Who watches your children when you are searching for work? • Will you be able to find daycare for the rescheduled date? • Will not having daycare interfere with your ability to accept employment?

TabE Fact Finding Statements “Out of area completing work search” Incomplete Statement Complete Statement Claimant could not attend because he is in Wyoming looking for work. Advised claimant to attend group next week. • Claimant could not attend because he is in Wyoming looking for work. • How long have you been in Wyoming? • Are you going to take up permanent residence in Wyoming? • When will you return to Oklahoma? • What is your contact information (address and telephone) while you are in Wyoming?

TabE Fact Finding Statements “Medical reasons or illness” Incomplete Statement Complete Statement Claimant cannot attend group due to having arterial phleximypia. He has been rescheduled. • Claimant cannot attend group due to having arterial phleximypia. • Will your condition prevent you from seeking or accepting work? • When did this condition begin? • How did this condition prevent you from reporting to your scheduled group? • Are you able to work right now? If not, what dates are/were you unable to work?

Good Cause Review: Common Questions Quickguide

Good Cause Review: Common Questions • 1. How do we process original no shows/failed to reports? • PO, JSW and REA • “No shows” are reported via email (PRF/JSW/POE@oesc.state.ok.us) DAILY by 4 p.m. if possible, but ALWAYS on the day the no show occurs. In addition to the email notification, JSW signed letters should be “Network Scanned” or faxed depending on the machine in your office. • If you are sending forms from the Xerox printer/copier: • Select Network Scanning • From the Selected Template dropdown select either Kofax or Streem • Place the Reemployment Activity form face up and press Start • The documents should go straight to the fax server, but you should receive a confirmation report of failure if it does not. Try the fax server later if you get a failure. • If you are in a center without a Xerox printer/copier, you will fax the Reemployment Activity forms (OES 801-E) one at a time to 405-962-7524. • NOTE: If the network scanning method is not working the day of submission you must fax the Reemployment Activity forms. Do not wait to send the next day. • EUC • “No shows” are reported by adding an issue in TabE. • NOTICE: No shows for all groups can now be reported DAILY. It is no longer necessary to wait until Friday to report PO or JSW no shows.

Good Cause Review: Common Questions • 2. Who do we notify when a claimant who formerly “no showed” has completed/attended their required services? • Email a list of call-ins who formerly “no showed” and have now completed/attended to goodcause@oesc.state.ok.usDAILY. Send separate emails for each claimant. This applies to all groups – PO, REA, JSW, and EUC! • Staff must use the following call-in format: • Subject line of email: Call-In Attendance for (Enter Group Name Here) • Body of email:ssn, first and last name, and date completed • NOTE: The S&T Plan in OJL must be updated and all appropriate services marked as completed before emailing any lists. • 3. What do we do if a customer calls and says that they have returned-to-work? • You will mark the services in OJL as “waived” and then record the return-to-work date in enrollment notes. You will take a statement in TabE (Update, No Issue), update the CRC, and email the “Good Cause” email box. The email should say “took statement in TabE; claimant returned to work.” • Refer to slide #24 for appropriate information to include in the TabE statement.

Good Cause Review: Common Questions • 4. If a client wants to reschedule from one office to the next, and it’s approved, who updates services, enters the statement in TabE, and does the Good Cause email? • The sending office will: • Mark original services in OJL accordingly, either failed to report or rescheduled • Email Pam Hoskins to change the client to the new office • UPDATE services BEFOREcontacting Pam Hoskins to change the client to the new office! • The receiving office will: • Enter statement in TabE, update the CRC and email the good cause email box with all appropriate information. The reason for rescheduling is that the claimant “lives closer to XX office and requested to change locations.” • Enter and update new services upon completion • Send the appropriate email upon completion of services (according to the procedures in the Q&A) if the client was originally a FTR. • 5. What do we do if a customer comes into the office without an ID? • If a customer comes in to the center without an ID, staff must still provide the customer with PO, REA or EUC services. There is no ID requirement in order to complete LE or UI services such as these. The requirement to have an ID is for enrollment in WIA Adult services. While desirable, dual enrollment does not have to be done when the customer reports for a scheduled group such as PO, REA or EUC. Staff should complete the scheduled group activities and then direct the customer to bring their ID with them next time they visit the center. The • customer can be enrolled in WIA Adult at that time.

Good Cause Quickguide

Thank You! Kim Braddy kim.braddy@oesc.state.ok.us (405) 557-5394 Shea Cook shea.cook@oesc.state.ok.us (405) 557-5395 UI Technical Unit uitechstaff@oesc.state.ok.us (405) 557-7220

Oklahoma Employment Security Commission