Creating a SacWorks Participation (WIA Enrollment)
Prior to beginning the actual creation of a customer Participation, staff should verify that all eligibility documents (e’g. SacWorks Registration-Addendum, RTW (Right-to-Work), Veteran documents) have been scanned into the customer’s Vault account. The following screen shots reflect the required steps to create a customer’s Participation.
Search for the customer for which you want to create the Participation.
On the left vertical menu, choose Manage Individual
In the General Criteria section, enter minimal customer information (e.g customer’s name with last 4 of the SSN, the complete SSN, etc.) and click Search.
A summary list of customers meeting the criteria will appear, choose the Programs link under the Action column for the appropriate individual
On the Programs tab click the + in front of the Workforce Investment Act (WIA)
Program.
Click Create Participation
In the Participation Information section, complete the Participation Date and select “Next”. The Participation Date should not be back-dated more than 14-21 days to be sure the Participation uploads to CalJOBS within the 30 day lock-down. Once the Participation Date is entered use the Tab key to populate the Participation Age.
NOTE: Employment Status at time of Participation and School Status at time of Participation must both be verified through the “Verify Status links for each of these sections. Choose Applicant Statement/Self Attestation.
In the General Information section:
Select a Customer Program Group, Office Location, andAgency Code
Select the appropriate Agency Code through the Agency Code Search link. When searching for the job center use SWCC for the search and when searching for a training center use SWTC for the search. Many training centers are also providers which reflects a different agency code
In the Enrollment Information section:
Select an Activity Code102 (Initial Assessment) using the Select Activity Codesearch link (If enrolling customer into a grant other than formula (e.g. 201, 501, 301) the Grant must be selected from the grant drop-down menu).
Choose a Projected Begin Date
Choose a Projected End Date.
NOTE: The Participation is a “Same Day” Service so the Begin and End Dates should reflect the same date. The Actual Begin Date is determine when the WIA Application is created so if you need to change the Actual Begin Date it must be done in the customer’s WIA Application. Remember to not create these dates more than 14-21 days back or the Activity may not upload to CalJOBS within the 30 day “lock-down” period.
In the Staff Information section:
Positionshould reflect “Staff”
If appropriate, Assign Case Manager (if staff are logged in as themselves AND they will be the customer’s Case Manager, choose Select Me. If support staff are creating the Participation for the Coach they can choose Assign Case Manager, then select the appropriate center, and locate the Coach’s name in the list of staff assigned to that center.
Select “Next” at the bottom of the screen
In the Enrollment Service Provider Information section:
SelectSETA/SacWorks as the Provider
SelectCore Service in the Service, Course or Contract
Select “Next” at the bottom of the screen
In the Closure Information section:
Select the same date as the Begin and End Dates for theLast Activity Date
Select Successful Completion for theCompletion Code.
The ParticipationActivityappears as shown below.
Staff can now select the Create Activity link to create additional Activities (e.g. 202 – Coaching, 205 – Development of IEP, etc.)
NOTE: If staff intend on enrolling the customer into a Financial Activity (e.g. 300 – OST, 312 – OSSI, 184 – Support Service-Rental Assistance) the Activity should not be created on the same day as the Activities 102, 202, & 205 to ensure that the activities upload to CalJOBS correctly. The Projected and Actual Begin Dates of the Activity can have the same date as the 102, 202, or 205 activities but needs to be created the following day. All application, participation, and activity dates cannot be backdated more than 21 days from the day they are created or they will not upload to CalJOBS.
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