WIOA CareerFirst Stipend and Incentive Policy. immediately implemented by WIOA CareerFirst.

Transcription

1 ADMINISTRATION /FISCAL Classificatin: Date Apprved: Effective Date: Duratin: Backgrund: WIOA CareerFirst Stipend and Incentive Plicy Title I Yuth 04/06/16 Mdificatin #1: 06/22/16 Mdificatin 2: 05/10/17 Mdificatin 3: 01/25/18 04/06/16 Indefinite These plicies and prcedures prvide step-by-step instructins fr perfrming the minimum standards fr Wrkfrce Innvatin and Opprtunity Act (WIOA), Title I Yuth Services, which Service Prvider Representatives and Career Specialists are t fllw when issuing stipend and/r incentive payments t eligible enrlled CareerFirst participants. This plicy and prcedures establishes the standards t be adpted. I. Purpse The purpse f this plicy and prcedures is t prvide step-by-step instructins fr perfrming the minimum standards fr Wrkfrce Innvatin and Opprtunity Act (WIOA); Title I Yuth Services, which Service Prvider Representatives and Career Specialists are t fllw when issuing stipend and/r incentive payments t eligible enrlled CareerFirst participants. This plicy and prcedures establishes the standards t be adpted and immediately implemented by WIOA CareerFirst. A) The Federal Register / Vl. 80 / April 2015 / Rule and Regulatins, describe the rle f the Lcal Area Wrkfrce Bards as ne f prviding strategic and peratinal versight in cllabratin with required and ther partners t help the wrkfrce develpment system. Plicy: B) It is required f the cntracted Service Prviders and the Career Specialists t have read and understand the Wrkfrce Innvatin and Opprtunity Act (WIOA) and Regulatins as well as any and all Tennessee Emplyment and Training Issuances regarding yuth. C) As described in Sectin 129 f the Wrkfrce Innvatin and Opprtunity Act, WIOA Title I Yuth Prgram resurces are intended t be used fr the fllwing purpses: II. 1) T prvide, t eligible yuth seeking assistance in achieving academic and emplyment success, effective and cmprehensive activities, which shall include a variety f ptins fr imprving educatinal and skill cmpetencies and prvide effective cnnectins t emplyers; 2) T ensure n-ging mentring pprtunities fr eligible yuth with adults cmmitted t prviding such pprtunities; 3) T prvide pprtunities fr training t eligible yuth; 4) T prvide cntinued supprtive services fr eligible yuth; 5) T prvide incentives fr recgnitin and achievement t eligible yuth; and 6) T prvide pprtunities fr eligible yuth in activities related t leadership, develpment, decisin-making, citizenship, and cmmunity service. Definitins A) Federal Plicy

2 20 CFR clarifies that incentives under the WIOA yuth prgram are permitted. It further details a reference t 2 CFR 200 t emphasize that while incentive payments are allwable under WIOA, the incentives must be in cmpliance with the requirements in 2 CFR part 200. The U.S. Department f Labr has als addressed the tpic f incentives and stipends in several guidance letters ver the curse f the last several years. Training and Emplyment Guidance Letter (TEGL) #18-00 suggests that incentives may be used as part f an utreach and recruitment strategy fr the WIOA Yuth prgram: It is imprtant t make a psitive cnnectin with a yung persn frm initial recruitment. This includes enabling yuth wh can talk psitively abut prgrams as peer advcates and recruiters; cllabrating with cmmunity and faith-based rganizatins that already wrk with disadvantaged yuth, especially ut-f-schl yuth; and ffering staff and yuth incentives fr recruiting new participants. Later in the same TEGL, the Department f Labr describes the use f nn-mnetary incentives including prizes, premiums, and bnuses: The mst effective yuth prgrams prmte a sense f membership and affiliatin and a safe alternative t the streets. This includes strategies such as prviding participants with membership cards, t-shirts, and pprtunities t participate in planning activities, all f which cntribute t retentin. Prgrams that are c-lcated r cnnected t cmmunity centers that ffer a range f recreatinal and cultural activities may be mre successful in attracting and engaging yung peple, especially ut-f-schl yuth. An attachment t the same TEGL describes Mdel Practices, including a prgram fr year lds: Participants receive a stipend fr their participatin in the summer and incentives fr year-rund participatin. Training and Emplyment Guidance Letter (TEGL) #28-01 endrses the idea f using incentives in rder t prduce desired prgram results: Other innvative strategies that fcus n ut-f-schl yuth include: yuth serving as utreach wrkers and recruiters (with incentives prvided fr recruiting friends int the prgram).. B) State Plicy Current state guidance requires a lcal plicy t be develped, including a descriptin f guidelines fr prviding stipends t yuth participants. Additinally, current lcal guidance n the subject f, WIOA Participant Payments is as fllws: ALLOWANCES, EARNINGS, AND PAYMENTS Any allwances, earnings, and payments t individuals participating in prgrams

3 under this title shall nt be cnsidered as incme fr the purpses f determining eligibility fr the amunt f incme transfer and in-kind aid furnished under any federal r federally assisted prgram based n need, ther than as prvided under the Scial Security Act (42 U.S.C. 301 et seq.). Incentive payments made t participants in the CareerFirst prgram are different frm payments made as a supprtive service. Supprtive service payments may nly be made when they are necessary t enable an individual t participate in yuth services and activities. Stipend and incentive payments, n the ther hand, are designed t be used as a way f recgnizing achievement and rewarding participatin in services and activities. In develping a plicy fr stipends and incentives, the Smky Muntains Area Wrkfrce Bard, the Yuth Services Cmmittee, and staff, must be mindful f the requirements f ur State and Federal funding surces. III. Prcedures It shall be the plicy f the lcal area wrkfrce bard and its Cnsrtium f Lcal Elected Officials (LEOs) that all Wrkfrce Innvatin and Opprtunity Act (WIOA) Title I funded yuth services shall be delivered in a manner that fully cmplies with the WIOA law and regulatins as well as any ther State guidance and the Office f Management and Budget (OMB) Circulars. A cpy f this plicy shall be distributed t cntracted Yuth Service Prviders. A) Payment Prcedures The Service Prvider Representatives may make incentive and/r stipend payments t eligible enrlled/active CareerFirst participants based n prperly dcumented attainment f benchmarks and gals. The payment mechanisms must adhere t include apprpriate review f prcedures t ensure that all stipend and/r incentive payments are made in accrdance with lcal area wrkfrce bard guidelines. Once the Service Prvider Representative, in cnjunctin with the Career Specialist, have verified the prper attainment benchmark(s) is achieved and dcumented, the Service Prvider Representative will submit t the Career Specialist the dcumentatin s that the Career Specialist may enter a case nte int the Virtual One Stp (VOS) Case Ntes dcumenting the attainment f the benchmark and the ensuing request fr stipend/incentive payment. The Service Prvider Representative will then cmplete the Request fr Stipend/Incentive Payment frm and submit it t the Career Specialist fr submissin t the WIOA Fiscal Office t authrize payment when mnthly yuth service prvider invices are received. Once apprved, the Career Specialist will put a cpy f the frm in the participant s case file in the apprpriate case file sectin that relates t the stipend/incentive requested/being paid. The Service Prvider Representative will then make arrangements fr direct depsit, check

4 issuance, r ther apprpriate payment mechanism as required. If the submissin is denied, the Career Specialist must enter a case nte in VOS Case Ntes explaining why it was denied. The Service Prvider Representative will be respnsible fr initiating the payment t the participant. Fr the incentive payments, the career specialists must have cpies f awards f attainments such as certificates r diplmas r ther dcumentatin verifying successful cmpletin f the activity. Case ntes must dcument why the incentive was prvided, the amunt f the incentive, and the date the participant received the incentive. B) Standard Stipend/Incentive Plan This plan describes stipend and incentive payments that may be ffered t eligible enrlled CareerFirst participants served by the Service Prvider Representative and Career Specialist. 1) TYPE ~ Pst-Secndary Schl Enrllment/Retentin Incentive Payment Eligibility: Any participant wh is enrlled in a recgnized pstsecndary schl. Benchmark: Successful cmpletin f a semester f pstsecndary schl (full-time). Payment: $50.00 per semester, payable at the end f the first semester after enrllment int the WIOA CareerFirst prgram and at the end f each semester thereafter. This incentive is nt available t students wh enrll in a shrt-term training prject (less than ne semester in length) which des nt result in a credential/certificate per Cmmn Measures/Perfrmance definitin. Dcumented by: Prgress reprt frm the schl. (Participant must prvide the riginal dcument. After review by the Service Prvider Representative, a cpy f the riginal will be maintained in the participant file by the Career Specialist. 2) TYPE ~ Attainment f High Schl Diplma r the Tennessee High Schl Diplma (GED/HiSet) Incentive Payment Eligibility: Any participant wh has nt yet cmpleted a high schl diplma r the Tennessee High Schl Diplma (GED/HiSet) certificate at the time f enrllment int WIOA Title I CareerFirst Services. Benchmark: Cmpletin f high schl r Tennessee High Schl Diplma (GED/HiSet). Payment: $200, payable upn the dcumented attainment f a diplma r certificate. Dcumented by: Diplma, certificate, letter, reprt, r cmpletin ntice frm the schl. (Participant must prvide the riginal dcument. After review by Service Prvider

5 Representative, a cpy f the riginal will be maintained in the participant file by the Career Specialist). 3) TYPE ~ Pst-Secndary Occupatinal Skills Training Incentive Payment Eligibility: Any participant wh is enrlled in an ccupatinal skills training prgram that is linked t the lcal area wrkfrce bard s list f in-demand Occupatins. Benchmark: Cmpletin f a pst-secndary ccupatinal skills certificate r degree granted by a Career Tech, cllege r university (including public r private schls), whether r nt the training was paid fr with WIOA financial assistance. Payment: See Type f Attainment belw fr payment schedule. Dcumented by: Reprt card r ther prgress reprt frm the schl such as certificatin r degree. (Participant must prvide the riginal dcument. After review by Service Prvider Representative, a cpy f the riginal will be maintained in the participant file by the Career Specialist). Type f Attainment Career Tech Certificate $ Assciates Degree $ Bachelr s Degree $ In-Demand Occupatin refers t skills training in supprt f an ccupatin that is included n the current lcal area wrkfrce bard s fficial list f In-Demand Occupatins. 4) TYPE ~ Out-f-Schl CareerFirst participant: Numeracy / Literacy Gains Incentive Payment Eligibility: Out-f-Schl CareerFirst Participants wh were assessed as having a deficiency in basic skills as defined in the State Cmmn Measures plicy and as measured by a WIOA and lcal area wrkfrce bard s apprved assessment prcess. Benchmark: The participant achieves an educatinal gain. As described in the Cmmn Measures plicy, an educatinal gain shall be demnstrated by the results f a pst-test. In the pst-test assessment, if the participant demnstrates an increase t the next functining level in any f the areas reading, writing, numeracy, speaking, listening, functinal, and wrkplace areas he/she has made an educatinal gain. Payment: $50.00 per measure (Maximum $ in a 12- mnth perid). Dcumented by: Pst-Assessment using an apprved standardized test r perfrmance assessment. 5) TYPE ~ Out f Schl CareerFirst Participant: Wrk Readiness Skills Attainment Incentive Payment Eligibility: CareerFirst participants wh are enrlled in the WIOA Wrk Experience Plan.

6 Benchmark: The participant achieves Wrk Readiness gal n r befre the set attainment date per State plicy. Payment: $ Dcumented by: Plicy develped by the State. 6) TYPE ~ Unsubsidized Emplyment Incentive Payment Eligibility: Any participant: (a) Wh was nt emplyed as f the date f participatin; and (b) Fr whm emplyment is a gal. This incentive is reserved fr participants wh accept unsubsidized emplyment, including seasnal r temprary emplyment, which des nt interfere with schl attendance. Benchmark: Entry int emplyment that: (a) Offers a cnsistent wrk schedule typically a minimum f 15 hurs per week; and ; (b) Has an expected duratin f at least 4 weeks; and (c) Is nt subsidized by State r Federal prgram funding. Payment: $50.00 (ne time nly). Dcumented by: Participant statement accmpanied by the participant s first paycheck r a hiring letter signed by the emplyer. (Participant must prvide the riginal dcument. After review by Service Prvider Representative, a cpy f the riginal will be maintained in the participant file by the Career Specialist). Emplyment in a Wrk Experience activity des nt meet the qualificatin benchmark fr this incentive. 7) TYPE ~ Retentin in Emplyment Incentive Payment Eligibility: Any participant wh entered unsubsidized emplyment during the perid f his/her enrllment in the WIOA CareerFirst prgram. Benchmark: Successful retentin in a jb that: (a) Offers a cnsistent wrk schedule typically a minimum f 15 hurs per week; and (b) Is nt paid fr nr subsidized by State r Federal prgram funding. Payment: See schedule belw. The maximum amunt f cumulative payments t an individual participant is $ Dcumented by: Presentatin f an emplyer-generated recrd such as paystubs, etc. (Participant must prvide the riginal dcument. After review by Service Prvider Representative, a cpy f the riginal will be maintained in the participant file by the Career Specialist). Retentin Perid Incentive Payment Cumulative Incentive 3 Mnths $ Mnths $ Mnths $ Mnths $ Emplyment in a Wrk Experience activity des nt meet the qualificatin benchmark fr this incentive. 8) TYPE ~ Advancement in Emplyment Incentive Payment

7 Eligibility: Any participant: (a) Wh was emplyed as f the date f participatin; and (b) Fr whm advancing in their emplyment/career path is a gal. This incentive is reserved fr participants wh are cnsidered underemplyed and cntinue t advance their emplyment level/career path while striving tward self-sufficiency. Benchmark: Successful advancement in emplyment/career path that: (a) Offers a cnsistent wrk schedule typically mving frm a part-time t a full-time psitin, an increase in jb respnsibilities which may include a title change; and/r a wage increase (b) Is nt paid fr nr subsidized by State r Federal prgram funding. Payment: $100 per advancement f emplyment/career path. The maximum amunt f cumulative payments t an individual participant is $300. Dcumented by: Presentatin f an emplyer-generated recrd such as paystubs, letter frm emplyer, r ther emplyer dcumentatin, etc. (Participant must prvide the riginal dcument. After review by Service Prvider Representative, a cpy f the riginal will be maintained in the electrnic participant file (VOS) by the Career Specialist). Emplyment in a Wrk Experience activity des nt meet the qualificatin benchmark fr this incentive. 9) TYPE ~ Wrkshps and Cnferences Stipend Payment Eligibility: Any participant wh has participated in a WIOA Wrkshp r Cnference fcusing n Leadership Develpment r any ne f the 14 Elements. T be eligible fr this stipend, the agenda fr the wrkshp r cnference must reflect a length f at least tw (2) hurs. Cannt be used in cnjunctin with item 11 Wrk Readiness Wrkshps; participants can nly be paid fr ne f the ther f these. Benchmark: Successful cmpletin f the time alltted Wrkshp/Cnference with evidence f a signed Attendance Recrd and descriptin f the Wrkshp/Cnference (such as an agenda, prgram r brchure). Payment: Cnference Duratin Stipend Payment Less than 4 hurs $ hurs r mre $ Dcumented by: Attendance recrds and detailed descriptin f the Wrkshp/Cnference - - including date, time, and tpic(s) case nte and and any fllw-up dcumentatin (such as a written reprt by the participant n the Wrkshp/Cnference). 10) TYPE ~ Summer and Night Schl Incentive Payment Eligibility: Any participant wh has been identified by a high schl that the yuth is in need f credits t graduate and earn a high schl diplma. Benchmark: Successful cmpletin f Summer Schl r Night Schl by passing with a C r abve fr the semester.

8 Payment: $25.00 per semester cmpleted. (Payment may be repeated while the participant is in need f academic credits). Dcumented by: Reprt card r ther prgress reprt frm the schl. (Participant must prvide the riginal dcument. After review by Service Prvider Representative, a cpy f the riginal will be maintained in the participant file by the Career Specialist). 11) TYPE ~ Summer Academic Enrichment Stipend Payment/Incentive Payment Eligibility: Any participant wh is enrlled in a Service Prvider Academic Enrichment/Wrk Readiness prgram with the emphasis in increasing and/r maintaining the Reading and Math skills during the summer mnths. The Summer Academic Enrichment prgram may als incrprate life skills and wrk readiness skills int the training curriculum. Summer Academic Enrichment prgrams may last frm 2 8 weeks in length. Benchmark #1: Successful cmpletin f prgram with an 85% attendance recrd and cmpletin f Wrk Readiness class assignments. Payment: STIPEND $8.00 per hur f attendance. Dcumented by: case nte, and recrds f attendance and cmpletin f any classrm assignments. Benchmark #2: INCENTIVE Achievement f a measurable increase in Reading skills (equivalent t a gain f 6 mnths r mre). Payment: $25.00, payable after verificatin f pst-tabe results. Dcumented by: Pre & Pst TABE results indicating an increase in reading skills f at least 6 mnths (grade equivalent). Benchmark #3: INCENTIVE Achievement f a measurable increase in Math skills (equivalent t a gain f 6 mnths r mre). Payment: $25.00, payable after verificatin f pst-tabe results. Dcumented by: Pre & Pst TABE results indicating an increase in math skills f at least 6 mnths (grade equivalent). Benchmark #4: INCENTIVE Cmpletin f Service Prvider Academic Enrichment Wrkbk and cmpletin f Summer Wrk Experience/Summer Emplyment Opprtunities wrksite agreement (defined as nt having been fired r quitting befre cntract estimated end date). Payment: $300, max amunt payable; ne time nly per prgram year. Dcumented by: verificatin f wrkbk cmpletin by Service Prvider, attainment f wrksite agreement evaluatin cnducted by wrksite supervisr, and Service Prvider review f participant time sheets.

9 Benchmark #5: STIPEND Cmpletin f academic enrichment class/activities made available during the Wrk Experience element: Summer Emplyment Opprtunities. Participants are nt allwed t have a cmbined wrk experience and an academic enrichment class/activity in excess f 40 hurs per week. Payment: $8.50 per hur with the exceptin f Sevier Cunty where pay will be $9.50 per full hur, max amunt payable Dcumented by: verificatin f cmpletin f academic enrichment activities thrugh case ntes with supprting dcumentatin f activities cmpleted (cpy f wrkbk, Key Train nline hurs receipt, classrm wrk, attendance sheets, etc as apprpriate). 12) TYPE ~ Wrk Readiness Wrkshps Stipend Payment Eligibility: Any participant wh has participated in a Wrk Readiness Wrkshp fcusing n wrk readiness skills prir t being placed at a wrk experience wrksite. T be eligible fr this stipend, the agenda fr the wrkshp must reflect a length f at least tw (2) hurs. Cannt be used in cnjunctin with item 8 Wrkshps/cnferences; participants can nly be paid fr ne f the ther f these. Benchmark: Successful cmpletin f the time alltted Wrk Readiness Wrkshp with evidence f a signed attendance recrd and descriptin f the Wrk Readiness Wrkshp t include an agenda, related tpics cvered, any Q&A prvided, handut materials, any fllw-up dcumentatin (such as a written reprt by the participant regarding the Wrk Readiness Wrkshp, evaluatins, etc.) as apprpriate. Payment: $8.50 per full hur f attendance with the exceptin f Sevier Cunty where pay will be $9.50 per full hur (partial hurs cannt be cunted) Dcumented by: case ntes, and attendance recrds and detailed descriptin f the Wrkshp including agenda, related tpics cvered, any Q&A prvided, handut materials, and any fllw-up dcumentatin (such as a written reprt by the participant regarding the Wrk Readiness Wrkshp, evaluatins, etc.) as apprpriate. 13) TYPE~ Attaining a CRC Incentive Payment Eligibility: Any participant wh has successfully cmpleted the wrk keys test and scred a brnze certificate r higher. Participants are nly allwed t be paid ne time fr this type f incentive while participating in WIOA CareerFirst prgram. Benchmark # 1: Successfully attaining a brnze, silver, gld, r platinum Career Ready Certificate, with evidence f test scres in case files and upladed t VOS. Payment: Brnze Certificate-Up t $25.00 Silver Certificate-Up t $50.00 Gld Certificate-Up t $75.00 Platinum Certificate-Up t $100.00

10 Dcumented by: VOS case nte, Wrk Keys scres IV. Plicy Additins and Clarificatins The lcal area wrkfrce bard Staff is authrized t issue additinal instructins, guidance, frms, etc., t further implement the requirements f this plicy. Elaine Ely Smky Muntain Area Wrkfrce Bard Chair

11 WIOA CareerFirst Request fr Stipend and Incentive frm Participant Name: VOS State ID #: Select ne: [ ] In Schl [ ] Out f Schl Select ne: [ ] Stipend Payment Request [ ] Incentive Payment Request Amunt Requested: Pursuant t the lcal area wrkfrce bard s Stipend/Incentive Plan Eligibility: Is the participant eligible t receive this stipend payment? [ ]YES [ ]NO Benchmark: Has the participant achieved the benchmark fr success? [ ]YES [ ]NO Dcumentatin: Has the attainment f the benchmark been verified? [ ]YES [ ]NO Case Nte: Has the dcumentatin been submitted t the Career Specialist S that a case nte can be entered int VOS Prgram Ntes describing the benchmark attainment and request fr payment? [ ]YES [ ]NO Has service been entered int VOS? *stipends nly* [ ]N/A [ ]YES [ ]NO Submitted by (Print Name & Title): Date: Service Prvider Agency: Service Prvider Representative Signature Date APPROVED? [ ] YES [ ] NO Service Prvider Prgram Manager Signature Date If nt apprved, please explain: