Atlantic County Office of Workforce Development

Youth Services Manual

Atlantic County One Stop Career Center

2 South Main Street, Pleasantville, NJ 08232

Phone: (609)485-0052

Visit us on the web:

Atlantic County Workforce Development Board

Riaz Rajput, Chairman

James Drew, Vice Chairman

Theresa Lutz, Treasurer

Stephanie Koch, Secretary

Rhonda Lowery, Executive Director

TABLE OF CONTENTS

Section 1: / Welcome Letter / Page 3
Section 2: / Program Overview / Page 4
Section 3: / Target Population / Page 4
Section 4: / Performance Standards / Page 4-5
Section 5: / Scope of Services / Pages 5-7
Section 6: / Service Strategy / Pages 8-9
Section 7: / Program Elements / Pages 9-11
Section 8: / Monitoring / Pages 11-12
Section 9: / Reimbursement / Pages 12-13

Attachments

A.Application for Enrollment in Youth Programming

B.Pre-Certification Form

C.Sample: Income Eligibility and Approval e-mail

D.Competency Attainment Summary (CAS)

E.Individual Service Strategy (ISS)

F.Program letter of approval and start date.

G.Timesheet

H.I 9 Form (online)

J.Participant Quarterly Evaluation Form

K.WDG Voucher

L.Worksite Agreement

M.Job Development/Job Placement Referral Form

SECTION 1: WELCOME TO THE ATLANTIC COUNTY OFFICE OF WORKFORCE DEVELOPMENT!

Let me start by thanking you for embarking on this journey with the Atlantic County Office of Workforce Development. (ACOWD) takes great pride in assistingarea youth insecuring meaningful and sustainable employment. Collectively, it is our goal to provide relevant academic, work readiness and job training programs and services that directly impact the employment status of low income youth of Atlantic County.

We do this through a variety of programming overseen by the Atlantic County Workforce Development Board (WDB) and funded by the Workforce Investment and Opportunity Act (WIOA), Work First New Jersey (WFNJ) and other federal, state and local funding.

Recently, the federal government has implemented significant changes to the One Stop system and how we conduct our business. The focus has shifted to one of transparency and accountability, in which we are required to demonstrate how funding is expended and how that translates into successful performance outcomes. To achieve these goals, we will rely on you, our sub-recipients to provide quality programs and services that are centered on industry-recognizedcredential attainment and job placement. We all have a stake in this process! Our failure to meet or exceed these mandated benchmarks may result in a reduction of funding in years to come. In today’s environment, our coordination of services and partnerships is critical.

To this end, ACOWD developed a Youth Services Manual to serve as a resource to direct the flow of information between this office and contracted sub-recipients. We expect that the following policies, procedures and forms will be implemented and shared with your staff to improve operations and accountability. This guide was developed by the Fiscal, Monitoring, MIS and Youth Units to help you navigate the system.

Together we have won national and state awards, been looked upon as a leader in the area of “best practices” and most importantly helped thousands of youth achieve self-sufficiency over the years. We look forward to working in partnership with you and continuing this legacy for many years to come!

Sincerely,

Rhonda Lowery

Executive Director

Atlantic County WDB

SECTION 2: PROGRAM OVERVIEW

Atlantic County Government has been designated as the administrative entity and grant recipient of Workforce Innovation and Opportunities Act(WIOA) funds to subcontract the operation of Out-Of-School Youth Programs in Atlantic County under WOIA, Public Law 113-128 and in Regulations (Part 681). WIOA programs shall provide comprehensive educational and employment preparation services to eligible low income youth ages sixteen (16) to twenty-four (24).

Youth programs should be integrated into a comprehensive strategy to address each youth’s educational and employment needs. This comprehensive strategy should be based on developing the skills that each youth needs to become employable. It should be the intent of the training program to enhance the job prospects and educational level of eligible youth residents of Atlantic County.

SECTION 3: TARGET POPULATION

The Workforce Investment and Opportunity Act (WIOA) defines the OSY population that is eligible for services as being an individual who is:

  1. Not attending any school (as defined under State law)
  2. Not younger than 16 or older than age 24 at time of enrollment
  3. One or more of the following:

a)A school dropout;

b)A youth who is within the age of compulsory school attendance, but has not attended school for at least the most recent complete school year calendar quarter. School year calendar is based on how a local school district defines its school year quarters;,

c)A recipient of a secondary school diploma or its recognized equivalent who is a low income individual and is either basic skills deficient or an English Language Learner;

d)An individual who is subject to the juvenile or adult justice system;

e)A homeless individual, a runaway, in foster care or has aged out of the foster care system, a child eligible for assistance under the Social Security Act, or in an out-of-home placement;

f)An individual who is pregnant or parenting;

g)An individual with a disability;

h)A low-income individual who requires additional assistance to enter or complete an educational program or to secure or hold employment.

SECTION 4: PERFORMANCE MEASURES

All performance standards may be modified and are subject to the negotiated levels of performance between the NJLWD and the Atlantic County WDB. The local area, and subsequently recipients that accept grant funds, shall be expected to meet or exceed each measurefor that particular program year.

Out-of-School Youth WIOA Common Measures:

For those participants who do not have a high school diploma:

  1. To prepare to earn a high school diploma or equivalency credential and either enroll and participate in- postsecondary education or an occupational training program; or obtain unsubsidized employment.

For those participants who have received a high school diploma:

  1. Enroll and participate in a postsecondary education program;
  2. Enroll and participate in an occupational training program in an in-demand industry sector;
  3. Obtain unsubsidized, gainful employment.

Skill Gains-All out-of-school youth must be assessed in basic reading, language and math, testingprior to the beginning

of the service activity and following the completion of the service activity,

Skill gains include increase of one EFL, achievement of high school equivalency diploma, attainment of industry-valued occupational training credential, and skill-based testing that demonstrates progress toward an industry-valued credential.

SECTION 5: SCOPE OF SERVICES

  1. Youth Recruitment:

Sub-recipients are responsible for the recruitment of Out-of-School Youth participants. As part of the acceptance and enrollment process for candidates under consideration, the sub-recipient will have the youth complete the required application form (attachment A) and review and copy the required documentation that is necessary for acceptance into the program. Once all documents on the pre-screening checklist (attachment B) are received, the sub-recipient will create a packet that contains the Pre-Screening Checklist followed by the Application for Enrollment and all required documents.Sub-recipients will then submit said packet to the ACOWD youth services staff at or before noon on each Wednesday,for the Thursday eligibility and testing session. ALL PACKETS MUST BE COMPLETE FOR ELIGIBILITY AND TESTING TO OCCUR.

2. Eligibility Approval:

ACOWD case managers will hold group eligibility sessions each Thursday at 10 am for youth candidates with completed packets. During eligibility, all required forms will be completed and signed. Once all eligibility forms are completed, the youth candidates will be placed in the testing room to complete the pre-assessment test. Youth who complete the eligibility portion must stay for the testing as well. Testing will begin at 1:00 pm. Once eligibility and testing has been completed, the case manager will submit the file to the youth coordinator for review and eligibility approval. Once eligibility has been approved by the youth coordinator, the youth coordinator will send an email (Attachment C) to the sub-recipient stating that the youth has been deemed “income eligible”. In addition, a copy of the test results will accompany the “income eligible” e-mail. The same e-mail will then instruct the sub-recipient to complete the Competency Attainment form (CAS) (Attachment D) and the Individual Service Strategy (ISS) (Attachment E) with the youth.

A copy of the “income eligible” email and test scores must be placed in the customer’s file. Once the sub-recipient and youth complete the CAS and ISS, the original documents should be sent to the ACOWD case managers to initiate the acceptance process.

Upon receipt of the ISS and CAS, the youth coordinator will send a second e-mail (attachment F) to the sub-recipient indicating that the youth has been accepted into the program and they should now begin the 5-day orientation process. Once the youth has completed the 5-day orientation and is beginning the services identified in the ISS, he will be counted as an enrolled customer for purposes of the competitive contract.

c. Time and Attendance:

Case managers are responsible for monitoring daily attendance through the customer’s time and attendance sheet. (Attachment G) A regular youth services day is from 8:30 to 3:00 pm.

d.Occupational Training:

This activity is designed to prepare youth for in-demand occupations in Atlantic County and nearby areas where employment is accessible and should help participants more easily transition to employment with a career path and a life of economic self-sufficiency. The training must include comprehensive workplace training with related instruction that leads to credential attainment. The primary goal of this service is to prepare a foundation for youth to be ‘job ready’ for referral to job development/job placement as a qualified candidate for unsubsidized employment. Youth should receive relevant, short term job training that does not exceed twelve (12) months in duration. This training may be provided directly by the sub-recipient as long as the sub-recipient has been certified as a training provider and can be found on the New Jersey Labor and Workforce Development Eligible Training Provider List (ETPL).

e. Referral to Job Development/Job Placement:

As soon as the sub-recipient determines the Youth to be ready for employment, the youth will be referred to the Job Development/Job Placement Service, using the universal job placement referral form, (Attachment M). The referral will include a copy of the youth’s resume’, and any additional assessments completed with the sub-recipient. Once the referral is received, the Job Development/Job Placement service will schedule an appointment with the youth to create a job-matching profile and conduct any additional assessments they deem necessary. The youth will continue in the other services identified in the ISS, but will attend the job placement activity as part of his/her service hours. The Job Development/Job Placement sub-recipient will document the youth’s attendance with sign-in sign out sheets and will provide those to the youth services sub-recipient. Youth services sub-recipients will be notified when youth are successfully placed for employment.

f. Exiting /Terminations:

Within 48 hours of a youth participant being terminated from a program, the sub-recipient must notify the youth services coordinator by e-mail of the action taken and the reason for ending the youth’s services. The sub-recipient will send all of the youth’s timesheets, credentials, and certifications to the youth services coordinator within five days of the termination.

Final verification of income and authorization of enrollment will be made by the coordinator of the Youth Unit. Youth may not begin the program without written authorization and a start date. Should a youth begin prior to this written authorization, the Atlantic County Office of Workforce Development reserves the right to deny reimbursement to the sub-recipient for services rendered.

A.Administrative Services: Sub-recipients shall issue payment for youth participant stipends. In addition, sub-recipient is responsible for the development and maintenance of files.

At a minimum this file shall consist of:

•Copy of the eligibility referral packet

•Copy of initial and updated Individual Service Strategy:

•Copy of Competency Attainment Summary;

•Copies of Pre-assessments and Post-assessments;

•Copies of the One Stop issued “Income Eligibility” e-mail and the , “Letter of Approval,”

•Copies of Timesheets with youth and authorized sub-recipient representative signatures;

•Copies of sub-recipient performance measures and measurable skill gains which should include: issued certificates, including participant name, hours completed, date of completion/graduation and signature of designating authority and increase in EFL.

•Copy of Diploma/Recognized Equivalent/Certificate/Credential;

•Copies of Job Development/Job Placement Referral Forms w/ youth signature;

•List of Supportive Services Provided (on ISS); and

•Referrals to other service agencies

B.Reporting Requirements: Bi-weekly participant timesheets with youth signatures shall be submitted to the assigned case manager no later than five (5) days after the end of the service period.

C.Monitoring of Worksites: All worksites must be approved via a Worksite Agreement. This document is attached to this guide (attachment L) and should be signed by the participating entity and placed in the participant file. That agreement will form the basis for the delivery of services by all involved parties. Both the worksite supervisor and participant will be expected to sign the agreement. Sub-recipients shall complete a minimum of three (3) evaluations of the worksite per contract period to remediate immediate issues to prevent termination from the work experience and/or the program.

D.Participant Evaluations: On a quarterly basis, the case manager will conduct a written evaluation of service progress for each referred youth. The results of the evaluation will be shared with the sub-recipient to assess the progress of the current ISS and plan further service activities.

E.Follow-Up Post Tracking Services: Follow-up post tracking services must be conducted upon completion of youth program activities. The ACOWD case manager will look to the sub-recipient for assistance in contacting youth participants for follow-up, if needed.

SECTION 6: SERVICE STRATEGY

The Atlantic County WDB has funded programs that use an industry-focused approach to prepare youth for employment in demand occupations in Atlantic County. The NJLWD recommends the use of nationally recognized, industry based skill standards and occupational certifications as the foundation for developing industry-demand skills to promote enhanced marketability and employability.

Comprehensive Assessment of academic levels, skill levels and service needs of each participant. The assessments shall be provided as part of the initial program services and must include:

  • Basic Skills, when appropriate
  • Occupational Skills, when appropriate
  • Work Readiness
  • Prior Work Experience Resume
  • Interests and Aptitudes (includes interests/aptitudes for nontraditional jobs)
  • Supportive Services
  • Developmental Needs

1.Basic Skills Remediation and Educational Activities must be provided to each youth deemed “basic skills deficient.” Sub-recipients are expected to provide assessments, remediation and educational activities that result in the achievement of at least one educational functioning level (EFL) increase in academic levels for each youth who is identified as being basic skills deficient (8.9 score or lower). Youth must be pre-tested within 20 days of income verification. The same testing instrument must be used for the pre-assessment and any post-assessments. All youth who are basic skills deficient must be post-tested provided they are actively participating in literacy services for a minimum of 10 hours per week and have compiled a minimum of 50 hours of remediation prior to post-test.

2.Development of the Individual Service Strategy (ISS) during the initial program services and updated quarterly to provide a framework for establishing the youth’s goals. An ISS identifies:

  • An employment goal
  • Objectives for attaining the employment goal
  • Measures barriers and strengths
  • Appropriate services to assist in attaining the employment goal taking into consideration the assessments conducted as listed above
  • Job Training, which should be inclusive of a technical credential program.

3.Preparation forpost-secondary education.

4.Case Management will be provided, which includes assistance and/or referrals to support services such as public assistance, transportation, child care and housing. If necessary, ACOWD will provide the sub-recipient with additional assistance in accessing youth needs.

5.Quarterly sub-recipientevaluation/case counseling session will be held to assess the progress of youth participants. This assessment shall be conducted at a minimum, on a three-month basis, to update ISS document(s).

6.Exit Information shall serve to inform both the awarded sub-recipient(s) and the grantor agency on participant outcomes.

7.WIOA Program Elements: WIOA lists program elements that must be available to eligible youth. Program elements must be entered on the ISS. Priority will be given to those programs that demonstrate the ability to either provide or coordinate with other organizations to provide access to the following elements:

SECTION 7: PROGRAM ELEMENTS

The Atlantic County Office of Workforce Development must either provide directly or provide access to the programs and services listed below and now required by the Workforce Innovation and Opportunities Act, Section 129 (c) (2):

  • Tutoring, Study Skills Training
  • Alternative Secondary School Services/ Dropout Prevention and Recovery Services
  • Paid and unpaid work experience
  • Occupational Education
  • Contextualized education and training for a specific occupation
  • Leadership Development
  • Supportive Services
  • Adult mentoring (for 12 months both during and after program participation)
  • Follow up services
  • Guidance and counseling
  • Financial literacy education
  • Entrepreneurial skills training
  • Services that provide labor market information for in-demand industry sectors
  • Preparatory activities for transition to post-secondary education and training.

A.Career planning activities related to the 14 elements above should result in each youth’s ability to make realistic job/career decisions. Youth should be provided current labor trend information about each of the identified Talent Networks: Construction Trades, Entertainment, Hospitality and Tourism, Financial Services, Healthcare (including veterinarian services), Life Sciences, Manufacturing, Retail, Technology, and Transportation, Logistics and Distribution. The curriculum listed in your proposal and assessment tool should be utilized. In addition, you must provide the activity for the length of time and in the manner listed in your approved proposal. Individually signed and dated timesheets must be submitted for each skill attainment. A certificate of completion is required for submission to your assigned case manager. Faxes will not be accepted.