DYNAMIC EDUCATIONAL SYSTEMS, INC.

Effective Date: February 21, 2004
Updated 4/03/07
Document Type:
OPERATING PROCEDURE / Serial No.
NW DESI 4 – 04 / Pages 1 of 4
Title
CTS Service Policyand Required Documentation
Project Director Approval / Date
Regional Office Approval / Date

Purpose:To establish procedures for the type and frequency of services and provided by Career Transition Services staff to Job Corps former enrollees and graduates and required documentation to substantiate services.

Reference:Reference – PRH 4.3

Policy: Basic CTS Service Requirements

It is the NW DESI policy to exceed PRH requirements for the type and frequency of services provided to Job Corps former enrollees and graduates. PRH requirements include:

  • Graduates: Direct monthly contact to provide placement support for a period of 6 months following their separation from center and 12 months from their initial placement.
  • CTS will make contact with graduating students prior to separation (PRH 4.3 R.1). The Center CTL will help coordinate this contact either by phone or in person.
  • Former Enrollees: CTS will make contact monthly for 3 months or until placed. Monthly contact is no longer required once placement approved.
  • Case notes will document the quality and quantity of case management services.
  • Case notes will be goal and action-oriented reflecting a sense of urgency from beginning to end of services.

Procedures:

  1. Center Separations - Graduates
  1. DESI Career Transition Liaisons (CTLs) will ensure that students are linked with their Career Transition Specialist (CTS) prior to leaving the center via telephone contact, email, team request form (TRF), other actual appointment.
  1. CTLs will enter a transition case note explaining the transition services they have coordinated while the student is on-center, assessment of barriers or strengths and circumstances of separation.
  1. The CTL will provide current contact information for the graduate and forward the student’s hard file to the CTS as quickly as possible.
  1. CTS staff will attempt to contact graduate within 48 hours (2 business days) of any separation notice received (student placed on case load, TRF, file received).
  1. Following the initial direct contact, the CTS will enter a case note within 5 working days of separation. Immediate case note entry is preferred.
  1. Weekly attention will be given to unplaced graduates until initial placement, which may include direct contact, job development, and center collaboration. Case notes should reflect that these clients are a priority, and support exceptions when barriers prevent the student from immediate employment (medical, incarcerated, etc.).
  1. Former Enrollees (non-graduates):

a.In collaboration with the center, the DESI CTL or assigned CTS will make at least weekly contact attempts for unplaced FE’s until student is located and placed. Monthly contact is required, but due to the short 3 month placement service period, an increased priority must be placed on this population.

b.The client in Former Enrollee status will receive weekly contact and assistance when possible to support their plan for employment, school, or military. Case notes should support exceptions when the student is not able to obtain immediate employment (medical, incarcerated, etc.)

c.Field CTS staff will be expected to partner with CTLs to assist in the placement and support of former enrollees as needed.

  1. Documentation of Services in Case Notes:

DESI CTS and CTL staff will:

  1. Record at least monthly contact in case notes, and weekly for unplaced. Frequency of contacts will be as noted above. Indirect contact (left messages, mailed letters, etc..) should not continue for more than 2 month in most cases. Our ability to maintain long-term relationships with our graduates promote career development, job retention and re-employment.
  1. Refrain from recording the specifics of medical conditions (e.g. mental barriers) in order to protect the privacy of the student.
  1. Case management with the client needs to place intentional focus on reaching goals, promoting strengths, and making plans to overcome barriers (documented in pcdp).
  1. Update contact information for the student in the student’s address tab in CTS, in addition to case notes.
  1. Document collaboration with the center and other partners.
  1. Document efforts being made to obtain employment verification in order to collaborate with other field support and avoid duplicating efforts.
  1. Document efforts to communicate and collaborate with specific center staff.
  1. Pivotal case notes will include:
  • Student Separation From Center: CTL confirms their involvement in the separation process
  • Assigned to case load: CTS receives student on case load
  • Placement Verified: Document’s student’s situation, employer contact information, and the staff member’s involvement.
  • Monthly contact & PCDP update: The client’s career goals, strengths, weaknesses, barriers need to be visited monthly directly with the client and updated in the PCDP section. This is a collaborative document between the CTS and client to ensure a focus is maintained on furthering and adjusting career goals in the face of life challenges.
  • Goal, Next Step, Outcome: Case notes need to reflect the next action to be taken by the staff and/or the student to encourage career development.
  • 6/12 month survey status: For negative survey, indicate specific date surveyed and exact survey windowverified directly with student or last known employer. A state wage record can be requested if unable to contact student or employer unknown. Center should be notified if student is missing.
  • File transfer or Reassignment: Note any changes in client services
  • End of services: With present CTS system, the Service End Date is not clearly displayed, but case notes will summarize file closure and give a summary of client’s situation.
  1. Case notes should concisely “tell the story” of the student’s situation and reflect the quality services provided by the CTS.
  1. CTS will be expected to read case notes prior to contacting student or center for information.
  1. As part of the NWDESI quality assurance plan, management will review and give feedback on the quality of services provided by regular case notes audits.
  1. CTS will enter case notes that reflect barriers in an objective, non-critical manner regarding both student and any other team members.
  1. Case Load Management
  1. Career Transition Specialists will monitor and track their case loads, taking into consideration the importance of initial placement status.
  2. CTS are responsible for tracking the 6 and 12 month retention status of each placed graduate on their case load and obtaining documentation if an appeal is needed. Case notes reflect an awareness that the window is opening or closed.
  3. Upgrades will be entered monthly, as appropriate, to reflect the graduate’s success and cultivate career development (per PRH).
  4. CTS will be responsible for tracking each graduate’s “service end date” (SED) according to PRH guidelines, chapter 4.
  5. For graduates who are unlocatable and unplaced, the CTS will contact thecenter CTL for possible additional information and support. This contact must be reflected in the case notes.
  6. Transition services for graduates will be discontinued after SED, with the exception of 12 month survey follow-up.
  7. Request to enter a “non-positive” are submitted to supervisor immediately upon SED for unplaced graduates unless there the CTS and center have a lead on locating or placing the student. Every CTS/CTL is expected to enter a negative placement rather than allowing services to expire as “missing”.

NW DESI Policy1

CTS Services