On-the-Job Training National Emergency Grant Project (OJT/NEG Project)

On-the-Job Training National Emergency Grant Project(OJT/NEG Project) Training

Training Agenda 9:30am – 9:45am Introductions 9:45am – 10:30am OJT/NEG Project Overview 10:40am – 12:30pm OJT Forms 12:30pm – 1:30pm Lunch 1:30pm – 2:30pm Training Plan Development 2:40pm – 3:30pm OJT in MOSES Overview 3:30pm – 4:00pm Closing / Wrap-up

Introductions • Introduction to the training • Name Tents (name on front and back) • Folders (contents double-sided) • OJT/NEG Project Training powerpoint presentation • OJT/NEG Project Policy (MassWorkforce Issuance No. 10-92) • OJT/NEG Project Forms (Attachments A, D-N) • Employer Eligibility Checklist Guide • OJT/NEG Project Q&A • OJT/NEG Project MOSES powerpoint presentation • Helpful Tips for a Successful OJT • Job Zone Training Time Conversion Chart • Training Plan Examples • Training Evaluation • Parking Lot • Feedback encouraged

Introductions (cont’d) • Getting to Know You: • Name • Affiliation • Title • Experience with OJT • Objective for training

OJT/NEG Project Overview

OJT/NEG Project Overview • Reimbursement is based on Employer size at the OJT training site: • 1 to 50 employees -- 90% reimbursement • 51 to 250 employees – 75% reimbursement • 251 or more – 50% reimbursement • Maximum reimbursement level is based on the Commonwealth’s average wage (currently $25.34) • Example 1: Employer with 30-person training site pays OJT Trainee $15.00/hr • Reimbursement = $13.50/hr ($15.00 x 90%) • Example 2: Employer with 60-person training site pays OJT Trainee $35.00/hr • Reimbursement = $19.01 ($25.34 x 75%) • OJT Trainee wages must be comparable to employees performing similar work, and with similar experience.

OJT/NEG Project Overview

Local Area process OJT/NEG Project Overview Required Form Primary Operator process Employer Outreach Job Seeker Outreach Review Checklist (5 days) • Eligibility Not Approve Checklist & Request re-submission Employer Eligibility Checklist Approve Checklist • “reserve” voucher • 30-day clock starts Determine Trainee Match Develop OJT Training Plan Review Pre-Contract (5 days) • fund availability • funding source OJT Pre-Contract Form Not Approve Pre- Contract & Request revisions Develop/Review Contract with Employer Review OJT Training Plan with Employer & Trainee Review Monthly Progress Reports with Employer & Trainee Review Invoicing with Employer Approve Pre-Contract Review Draft Contract (5 days) • Terms, conditions, assurances Not Approve Draft Contract & Request edits/revisions Draft OJT Contract Approve Draft Contract OJT Contract (Employer signature) Full Training Plan OJT Justification Form Certificate of Good Standing Review OJT Contract & other Forms (5 days) Not Approve Contract/Forms & Request re-submission OJT Starts! • Sign Contract • Send Copies of Contract

OJT/NEG Project Overview (cont’d) OJT Underway Local Area process Required Form • Local Monitoring Report • Completed by Local Area • min 2x per OJT (required) • First one 2 weeks after OJT start (suggested) Primary Operator process DCS Process • OJT Monthly Progress Report • Completed by Employer • Signed by Employer & Trainee OJT support & maintenance • Review Invoice • validity & accuracy • OJT Employer Invoice • Signed by Employer & Local Area • payroll information • Approve • Reimbursement sent to Employer • Not Approve • Request Resubmission • Review Invoice • validity & accuracy OJT Voucher Invoice • Not Approve • Request Resubmission • Approve • Voucher payment to Local Area • Primary Operator Review • 1x per OJT DCS Monitoring

OJT Forms - Overview • List of OJT Forms Employer Eligibility Checklist OJT Monthly Progress Report Certificate of Good Standing OJT Local Monitoring Report OJT Pre-Contract Form OJT Employer Invoice OJT Justification Form OJT Voucher Invoice OJT Contract • Customizing forms • Cannot take out content or compromise integrity • Can add content (e.g. logos), change font, minor reformatting • Local areas will monitored against local process • If unsure, ask Primary Operator • Suggestions, contact Cheryl Scott • Forms can be sent electronically or faxed to Primary Operator (except OJT Contract—original is needed) • All communication regarding the forms will take place between the Primary Operator and the Local Area Single Point of Contact (SPoC).

Local Area process OJT/NEG Project Overview Required Form Primary Operator process Employer Outreach Job Seeker Outreach Review Checklist (5 days) • Eligibility Not Approve Checklist & Request re-submission Employer Eligibility Checklist Approve Checklist • “reserve” voucher • 30-day clock starts Determine Trainee Match Develop OJT Training Plan Review Pre-Contract (5 days) • fund availability • funding source OJT Pre-Contract Form Not Approve Pre- Contract & Request revisions Develop/Review Contract with Employer Review OJT Training Plan with Employer & Trainee Review Monthly Progress Reports with Employer & Trainee Review Invoicing with Employer Approve Pre-Contract Review Draft Contract (5 days) • Terms, conditions, assurances Not Approve Draft Contract & Request edits/revisions OJT Draft Contract Approve Draft Contract OJT Contract (Employer signature) OJT Justification Form Certificate of Good Standing Review OJT Contract & other Forms (5 days) Not Approve Contract/Forms & Request re-submission OJT Starts! • Sign Contract • Send Copies of Contract

OJT Forms - Employer Eligibility Checklist

OJT Forms - Employer Eligibility Checklist • Refer to Employer Eligibility Checklist Guide for guidance on how to complete the checklist. • Checklist is used to determine Employer eligibility for OJTs for both OJT/NEG Project and regular WIA OJTs. • Highlighted areas for review: • How employer layoffs impact eligibility • Checking good standing with Department of Unemployment Assistance • Checking Debarment status • Certificate of Good standing

OJT Forms - Employer Eligibility Checklist (cont’d) • Layoffs • 3 year timeframe to understand the Employer’s history of layoffs. Must understand: • Pattern of layoffs • Frequency of layoffs • Circumstances in which layoff occurred • History of layoffs does not automatically preclude an employer from OJT. An Employer is ineligible if: • Displacement has occurred or will occur • Employer lays off employee to hire OJT Trainee • OJT prevents employee from promotion, or full-time work • Likelihood of Employer not providing long-term employment • Overall Concerns • Public money financing a person losing a job • Investing in OJTs that will not lead to long-term employment

OJT Forms - Employer Eligibility Checklist (cont’d) • Checking DUA Status: • E-mail Jason Albert (jalbert@detma.org) with the company’s information: Company Name FEIN # DUA # Street City, State, ZIP • Jason will contact DUA and check the Employer’s compliance with Unemployment Insurance, Universal Health Insurance, and Fair Share. • Jason will e-mail OJT/NEG Project Distribution List with the Employer’s status (either “compliant” or “out of compliance” • If the Employer is “not compliant”, the Employer should contact UI or Fair Share directly. • Detailed instructions are on Employer Eligibility Checklist Guide. • Jason is the liaison between DCS and DUA. BSRs should not contact DUA directly. • Non-compliance information is confidential to the employer. The Employer must contact DUA directly to get more information and to resolve outstanding issues. • Contact Cheryl Scott to be added to the OJT/NEG Project Distribution List.

OJT Forms - Employer Eligibility Checklist (cont’d) • Certificate of Good Standing • Issued by the Massachusetts Department of Revenue • Certifies that Employers is in compliance with tax obligations • Required in order to execute OJT Contract • NOT required with Checklist submission • BUT want Employers work on acquiring Certificate as soon as possible • Certificate is good for 6 months • Must be acquired no more than 6 months before estimated OJT start date • Employers must request certificate • Online submission process (fastest) • https://wfb.dor.state.ma.us/webfile/Certificate/Public/WebForms/Welcome.aspx • Free and Confidential process • Employers must request themselves • Employers do not have to disclose results • If charged, then requesting from wrong department • Certificate generally issued within 1 week, if no problems • If problems exists, process of obtaining Certificate could be lengthy

OJT Forms - Employer Eligibility Checklist (cont’d) • Debarment Status • 4 debarment lists: • 1. Federal Government’s Excluded Parties List System(database) • 2. Division of Capital Asset Management Debarred Contractor’s List (pdf) • 3. Businesses Issued Stop Work Orders by the Department of Industrial Accidents(Excel document) • 4. Office of the Attorney General Debarment List(pdf) • Local Areas need to check each list for the Employer’s Debarment status • If the Employer appears on the list, contact Cheryl Scott • Process takes about 45 minutes for first-time users • Step-by-step instructions in Employer Eligibility Checklist Guide.

OJT Forms – Vendor Debarment

OJT Forms – Vendor Debarment (cont’d)

OJT Forms - Employer Eligibility Checklist (cont’d) • Reminders & Tips • Explain Employer Eligibility Checklist to employers • Checking debarment status on all four lists is required. This can be done before meeting with an employer • Checking status with DUA is required • Certificate of Good Standing is not required at the time of Checklist submission, but it’s a good idea • Don’t forget the Employer signature • Signatory Authorization may be required if not directly dealing with an official signatory • Have 30 days to execute OJT Contract after submitting Employer Eligibility Checklist • 30 days from date of submission, not checklist completion • Can withhold submitting completed checklists until trainee matches are reasonably assured • Fax/E-mail copies of Checklist to Primary Operator (Local Areas keep original) • Keep all completed Employer Eligibility Checklists on file

OJT Forms - Job Seeker Case Management • No OJT-specific forms for Job Seeker case management • Use local policies and procedures • Determining Eligibility • Provision of intensive service(s) • Career Action Plan • Assessments • Occupational Skills (required) • Work Keys • SDS • One-Stop Skills Provider • Mass CIS • Local Area policy may also require TABE • Participant training agreements • Local areas may want to develop own forms • Indicate how OJT trainee will benefit from OJT in MOSES and on the OJT Contract

OJT Forms - Pre-Contract Form

OJT Forms - Pre-Contract Form • Provides estimate of cost of OJT – Primary Operator will set those funds aside • Must be completed within 30-day time frame • E-mail form to Primary Operator (no signatures needed) • To complete form, need: • Employer identified • Trainee identified • Training plan developed • Start date • End date • Total Training hours • Support services & costs identified • Only estimate, but actual OJT Contract cost should be close • Notify Primary Operator if there are changes with fiscal impact • Do not need to show pre-contract form to employer

OJT Forms - Draft OJT Contract

OJT Forms - Draft OJT Contract • Draft OJT Contract is for the Primary Operator to review Employer-negotiated terms and conditions of the OJT. • E-mail completed, unsigned OJT Contract to Primary Operator. Indicate “Draft” in top right-hand corner of form • To complete form, need: • All Employer information • All Trainee information • Training plan fully developed • Start date • End date • Content • Total Training hours • Local Areas will have discussed/negotiated all contract terms with the Employer. • Discuss major changes with Primary Operator early-on • Primary Operator will review and make changes until contract is in form they are willing/able to sign. • May require Local Area/SPoC to be in frequent communication with both the Employer and Primary Operator. • Form submission takes place within 30 day timeframe

OJT Forms - OJT Justification Form

OJT Forms - OJT Justification Form • At-a-glance summary of entire OJT Contract • Provides general overview of OJT • OJT Trainee Eligibility • Justification of OJT for Trainee • Identification of Skills Assessment • Employer Eligibility • General OJT Criteria • Requires 3 Local Area sign-offs: • Person preparing OJT Justification form • WIA Coordinator • Career Center Director

OJT Forms - OJT Contract

On-the-Job Training National Emergency Grant Project (OJT/NEG Project)

On-the-Job Training National Emergency Grant Project (OJT/NEG Project)

Presentation Transcript

National Emergency Grant Reporting Basics

ON–THE-JOB TRAINING

The National Smartcard Project

Matrix Grant Project

ON THE JOB TRAINING (OJT)

Matrix Grant Project

FIT Grant Project

On the Job Training (OJT) Basics

NIH Grant Project

On the Job Training

Grant Proposal Project

SLDS Grant Project

Wetland Grant Project

NIH Grant Project

Job Management Project

Training Project

National Emergency Grant (NEG) Basics Webinar

National Training Project

ON-THE-JOB TRAINING

On the Job Training

On-the-Job Training

NATIONAL EMERGENCY TRANSPORT REHABILITATION PROJECT FINAL PROJECT PROPOSAL