On-the-Job Training/ Subsidized Employment Training & UPDATES

1. On-the-Job Training/Subsidized Employment Training & UPDATES Presented by: SETA OJT/SE Team

2. Welcome • Ground rules • Location of restrooms • Turn cell phones on vibrate • Everyone introduce themselves: • Identify program • Identify role with the OJT/SE program. • Focus will be on the changes to the OJT/SE Directive • Hands on examples, four different OJT/SE scenarios

3. OJT/SE Policies and Procedures/Contract Document

4. On-the-Job Training/Subsidized Employment (OJT/SE) • “Hire first” program • Provides paid training to the trainee • Provides wage reimbursement to the employer • Targets critical occupational cluster positions. • WIA Directive #IS4-08, Page 1

5. Enrollment Procedures Prior to Enrollment Customers must complete: • SacWorks registration • Background Wizard • Assessments to meet the minimum qualifications of applicable jobs. WIA Directive #IS4-08, Page 2

6. Enrollment Procedures Prior to Enrollment Staff must complete: • Scan Right To Work Documents into Vault. • Verify eligibility & scan documents into Vault. • Verify Background Wizard is complete. • Complete IEP. WIA Directive #IS4-08, Page 2

7. Enrollment • Complete contract (Attachment B, C, D, E) & submit to the SETA Monitor within 10 days of OJT/SE begin date. Enclose contract in an envelope and submit to SETA front desk for Time & Date Stamp. • For CalWORKs customers- Complete 1st section of Attachment F- OJT/SE Customer Tracking/Placement Form and email to SETALiasion@delpaso.seta.net WIA Directive #IS4-08, Page 2

8. Tracking Form

9. Supportive Services • CalWORKs customers should request supportive services from DHA. • SWCC may provide supportive services. • Customer must be enrolled in activity code 81 if provided with supportive services through the SWCC. Refer to WIA Directive #IS2-08 for more information. WIA Directive #IS4-08, Page 3

10. OJT/SE Completion • Unsubsidized Employment: send OJT/SE Customer Tracking/Placement Form (Attachment F) within 5 days of OJT/SE end date to SETALiaison@delpaso.seta.net. • Continued Employment Services:when no unsubsidized employment, OJT/SE providers are responsible for continuing employment services. Send Attachment F & note “Customer is continuing employment services” • Termination Without Employment:Exit if customer contact lost or no other services are provided. All Attachment F indicating “OJT has ended prior to training completion due to…” will be exited from the active grant(s) unless prompted not to exit. WIA Directive #IS4-08, Page 3

11. Tracking Form

12. Follow-up • Follow-up after OJT/SE completion required up to four quarters after exit. • Follow-up documentation in SacWorks case notes. • Employment follow-up on employment status, benefits, progress at worksite, raises, updated skills, certifications earned. • If not employed follow-up on job search progress, how employment barriers are addressed, & skill enhancement (ie: workshops). WIA Directive #IS4-08, Page 4

13. Table of Contents

14. Duration of OJT/SE • Limited to the period of time to become proficient in the training occupation. • 6 month maximum time. • Full-time required: 40 hours per week, no less than 32 hours. Recommendation for minimum of 35 hours per week. WIA Directive #IS4-08, Page 7

15. OJT/SE Training Payments

16. OJT/SE Training Payments • OJT/SE payments are provided to compensate for extraordinary OJT/SE payments are for regular wages only (up to 40 hours per week, 8 hours per day). • No overtime, shift differential, premium pay, illness, holiday, commission pay, plant downtime or any period where training is not provided. • Training reimbursement cannot exceed the state wage cap of $23.82. WIA Directive #IS4-08, Page 7-8

17. Timesheets • Flexible schedule- depends on the job & need. • Establish the beginning of the work week. • Timesheets and pay stubs required with signatures to verify. • Financial copies must be legible- no scribbling, no white out. • Errors must be crossed out with a line and initialed next to the correction. • Standardized conversions. WIA Directive #IS4-08, Page 8

18. Timesheets Continued…Minutes to Decimal Conversion Chart

19. Timesheet Continued… Things to Remember: • Lunch Breaks- ½ hour after 5 hours worked, unless shift is only 6 hours (California Labor Laws). • No overtime • Signatures • Dates • Need timesheets for entire duration of the OJT/SE. • Verify pay records match with reimbursement records. WIA Directive #IS4-08, Page 8

21. Suitability

22. Suitability of Trainees • Assessment- right fit. • Individual Employment Plan (IEP) required. • Introduction of new technologies, new production or service procedures, upgrading to new jobs that require additional skills, or workplace literacy. WIA Directive #IS4-08, Page 8-9

23. Employer Eligibility • Not on Pattern of Failure. • Have valid business license, necessary equipment, materials, & supervision to provide contracted training. • No relocation within the last 120 days. WIA Directive #IS4-08, Page 9-10

24. Multiple OJT/SE Enrollments • On a case-by-case basis. • Must gain approval from SETA monitoring unit via email prior to OJT/SE enrollment. • Justification required: benefit to the customer for another OJT/SE, barriers are addressed. WIA Directive #IS4-08, Page 10

25. Critical Occupational Clusters • http://www.careergps.com/cluster_occuaption_forcast_data.asp • Subgrant requirement of 90% of enrollments must be in occupations that are Critical Occupational Clusters. WIA Directive #IS4-08, Page 15

26. Miscellaneous Policies and Procedures • No OJT/SE contracts with the City of Sacramento or Sacramento County. • No OJT/SE contracts for sites that are funded by SETA. • No “Volunteerism.” Max observation is 4 hours. • Waivers must be approved prior to OJT/SE contract execution. WIA Directive #IS4-08, Page 15

27. WORK OPPORTUNITY TAX CREDIT • Employer Incentive. • http://www.edd.ca.gov/jobs_and_training/Work_Opportunity_Tax_Credit.htm • http://www.edd.ca.gov/jobs_and_training/Work_Opportunity_Tax_Credit.htm

28. Workforce Investment ActNational Emergency Grant& Dislocated Worker Tiered Employer reimbursement rates: Employer Size. WIA/NEG OJT/SE- Dislocated Worker Reimbursement/Cap Rate: • The negotiated reimbursement percentage may be between 50% and 90% of the participant’s hourly wage based on the number of employees. • Employer size is based on the employment at the company’s local operation where the OJT/SE placement will be made. • Refer to OJT/SE NEG Programs and Policy Questions and Answers pg. 8, #5 at: http://www.doleta.gov/layoff/pdf/OJT_Policy_QA.pdf.

29. NEG & DW Continued… Reimbursement is as follows: • Up to 90% of the participant’s wage rate for employers with 50 or fewer employees; • Up to 75% of the participant’s wage rate for employers with 51-250 employees; and, • Up to 50% of the participant’s wage rate for employers with more than 250 employees. (Employers with more than 250 employees are limited to the standard WIA rate of 50%). Note: NEG funded training reimbursement may not exceed $23.82 per hour (California state average wage).

30. NEG Continued… ENROLLMENT CODES Grant Codes: 338 National Emergency Grant 501 Dislocated Worker NEG OJT/SE trainees are to be co-enrolled in both grant 338 and 501. Activity Codes (JTA): 15 Other Core Services 30 Intensive Services- Case Management for Participants 32 Intensive Services- Development of Individual Employment Plan 42 Co-enrolled Intensive Services 55 On-The-Job Training 81 Supportive Services NEG OJT/SE Enrollment Codes and Corresponding Activities: Grant: Activities: 338 42, 55 501 15, 30, 32, 42, 81

31. DW Continued… ENROLLMENT CODES Grant Code: 501 Dislocated Worker Activity Codes (JTA): 15 Other Core Services 30 Intensive Services- Case Management for Participants 32 Intensive Services- Development of Individual Employment Plan 55 On-The-Job Training 81 Supportive Services NEG OJT/SE Enrollment Codes and Corresponding Activities: Grant: Activities: 501 15, 30, 32, 55, 81

32. WIA/CalWORKs Tiered Employer reimbursement rates: The negotiated reimbursement percentage ranges between 50% and 100% of the participant’s hourly wage.

33. WIA/CalWORKs Continued… Enrollment Codes:/Grant Codes: 905 CalWORKs 201 WIA Adult CW OJT/SE trainees are to be co-enrolled in both grant 905 and 201. Activity Codes (JTA): 15 Other Core Services 30 Intensive Services- Case Management for Participants 32 Intensive Services- Development of Individual Employment Plan 42 Co-enrolled Intensive Services 55 On-The-Job Training 60 Non-WIA Funded Training Services (On-The-Job Training) CW OJT/SE Enrollment Codes and Corresponding Activities: Grant: Activities: 905: 42, 60 201: 15, 30, 32, 42, 55 Enrollment Procedures: The service provider will contact the SETA DHA Liaison to verify CalWORKs eligibility. The provider will also complete and electronically submit the OJT/SE Customer Tracking/Placement Form to SETA DHA Liaison

34. Vendorized OJT/SE • Tiered Employer reimbursement rates: • The negotiated reimbursement percentage ranges between 50% and 100% of the participant’s hourly wage.

35. VendorizedOJT/SE Continued… Benchmark Payments to Vendors: Vendors are paid per trainee based on the following performance-based outcomes: Placement Benchmark: payment for employment of CalWORKs recipient, provided that the following criteria are met: • The Qualified Vendor has submitted to SETA and received approval of a signed OJT/SE contract with an employer that meets the OJT/SE worksite criteria. • The CalWORKs recipient is enrolled in the SETA SacWorks system. • The employer has hired a CalWORKs recipient approved by DHA. • The CalWORKs recipient has completed 2 weeks of subsidized employment.

36. Vendorized OJT/SE Continued… Training Completion Benchmark: payment for the wage subsidy paid to the CalWORKs recipient, not to exceed $3,000, or 100% of the CalWORKs recipient’s gross wages reimbursed during the training period, whichever is less, provided that the following criteria are met: • The CalWORKs recipient successfully completes the training plan period. • The CalWORKs recipient OJT completion is in the SETA SacWorks system. • The CalWORKs recipient is exited to employment in the SETA SacWorks system. • The CalWORKs recipient continues to be employed at least 32 hours per week at the wage agreed to or higher in the OJT/SE training plan. • The documentation of wages paid (time sheets, wage records, pay stubs) and successful completion (evaluations and placement forms) are received by SETA.

37. Vendorized OJT/SE Continued… Retention Benchmark: Earned when the customer is employed on the 90th day after the end of the training period and is working at least 32 hours per week at the agreed upon wage rate, provided that appropriate documentation of employment (check stubs or wage records) is received by SETA. Vendor Payment: The Vendor On-the-Job Training Program (OJT) Fiscal Report (Attachment N-2) may used to request benchmark payments from SETA (or a form that contains the elements of this report). A completed Placement Log SETA Subsidized Employment/OJT (Attachment M-3) is to be attached and submitted with each invoice.

38. Vendorized OJT/SE Continued… Grant Codes: 906 Vendorized OJT/SE 201 WIA Adult CW OJT/SE trainees are to be co-enrolled in both grant 906 and 201. Activity Codes (JTA): 15 Other Core Services 30 Intensive Services- Case Management for Participants 32 Intensive Services- Development of Individual Employment Plan 41Non-WIA Co-enrolled Intensive Services 60 Non-WIA Funded Training Services (On-The-Job Training) VendorizedOJT/SE Enrollment Codes and Corresponding Activities: Grant: Activities: 906: 41, 60 201: 15, 30 Enrollment Procedures: The service provider will contact the SETA DHA Liaison to verify CalWORKs eligibility. The provider will also complete and electronically submit the OJT/SE Customer Tracking/Placement Form to SETA DHA Liaison

39. Eligibility and Required Documentation

40. Workforce Investment Act (WIA) Eligibility: For eligibility guidelines, see WIA Directive IS#22-09 and attachments M-O Depending on funding, target groups eligible for OJT/SE are: • Adults (WIA) • Dislocated Worker (DW) • Dislocated Workers eligible for National Emergency Grant (NEG) funds • California Work Opportunity and Responsibility to Kids (CalWorks) recipients

41. Workforce Investment Act (WIA) Eligibility: Eligibility Training will cover five areas of federal and state employment regulations - • Right-to-Work (RTW) Documentation • U.S. Selective Service Registration • Dislocated Worker & NEG Designation • CalWORKs Grant • Vendorized Grant

42. Right-to-Work (RTW) Documentation • Dept. of Homeland Security (DHS), U.S. Citizenship and Immigration Services (USCIS) Form I-9 (Employment Eligibility Verification) lists acceptable documents. • http://www.uscis.gov/portal/site/uscis is the USCIS website where the Form I-9 Handbook, preparation instructions and pictures of acceptable documentation can be viewed.

43. Selective Service System Registration • Selective Service registration is requiredof all males who are at least 18 years of age, born after December 31, 1959, and who are not in the armed services or on active duty. • A Request for Status Information Letter is required when a male born after December 31, 1959 has never registered with the Selective Service and is 26+ years or older. (Applicant Statement)

44. Selective Service System Registration cont.… • Males who are beyond their 26th birthday and are not registered with Selective Service, must demonstrate that this failure to register was not done knowingly or willfully. • http://www.sss.gov is the Selective Service website where registration requirements, and exceptions to registration, can be reviewed.

45. WIA Dislocated Worker Criteria • After complying with Right-to-Work and Selective Service Registration requirements, an individual must meet any one of five criteria to receive dislocated worker services. • The WIA Dislocated Worker Worksheet is an information(dislocated worker acceptable documents)and verification assist tool, and is completed as part of the application process.

47. STOPGAP EMPLOYMENT • Stopgap employment means work an individual does only because he has lost the customary work for which his training, experience, or work history qualifies him. Employment would be considered “stopgap” if the salary were substantially below the salary of the individual's primary occupation and/or if he is working substantially under the skill level of his customary occupation. • There may be times when stopgap employment provides a self-sufficient wage, e.g., contract employment of employment obtained through a temporary employment service agency. • Such employment would not change the individual’s dislocation worker status. • Stopgap determination must be made on a case-by-case basis and consider an individual’s personal, family, financial, and employment situation. • Individuals engaged in stopgap employment are reported as not employed.

48. Workforce Investment ActNational Emergency GrantDislocated Worker Eligibility: National Emergency Grant (NEG) Dislocated Worker: • Limited to dislocated workers with special consideration for those experiencing prolonged unemployment (21.5 weeks) • Greatest barriers to reemployment. • For eligibility guidelines, see WIA Directive IS#22-09.

49. Workforce Investment ActCalWORKS & Vendorized Eligibility: California Work Opportunity and Responsibility to Kids (CalWORKs) recipients: • The applicant must be on a CalWORKs (CW) Welfare To Work (WTW) grant. • OJT/SE service providers must submit eligibility requests to the SETA DHA Liaison who coordinates with the County of Sacramento DHA Liaison for CalWORKs eligibility determination and OJT/SE approval. • For eligibility guidelines, please see SETA Directive IS#22-09.

50. Customer Flow &Gold Standard Directives